Flooring Sample Collection

Importance of Flooring Samples for Stakeholders:

• Insurance Adjuster:

  • Accurate Valuation: Samples allow adjusters to verify the type, quality, and condition of the floor covering, ensuring fair compensation.

  • Product Identification: Samples facilitate the identification of the manufacturer, product line, and color, which is essential for accurate replacement cost estimation.

  • Availability Assessment: Samples help determine if the flooring is still available or if a comparable replacement is needed.

• ITEL Laboratories:

  • Precise Matching: ITEL specializes in matching flooring materials to ensure accurate replacement cost values. Collecting quality samples are important to ensure the customer is paid a fair amount.

  • Objective Verification: ITEL's independent analysis provides objective verification of the flooring replacement cost.

• Homeowner:

  • Transparency and Trust: Samples provide homeowners with evidence for the value of the removed materials, building trust and understanding of the process.

• Reconstruction Team:

  • Accurate Material Purchase: Samples ensure that the correct replacement flooring is ordered, minimizing delays and errors.

  • Consistency and Quality Control: Samples help maintain consistency in the reconstruction process and ensure quality control.

  • Reference Material: Samples serve as a valuable reference for comparison of existing material and replacement flooring.

Sample Collection Procedures:

• Separate Samples: Collect separate samples for each distinct flooring material removed (e.g., different types of hardwood, tile, or vinyl).

  • Include the room or area names(s) that each material was installed in.

  • If a flooring material was installed in multiple rooms, include the names of the rooms on the sample bag.

• Dry, Uncontaminated Locations:

  • Prioritize samples from dry, uncontaminated areas to ensure accurate representation of the original flooring.

  • Ideal locations include closets, under furniture, or areas that were not directly exposed to water damage or other contaminants.

  • If no dry area exists of that floor covering, select an area that's in the best condition, and allow it to dry before bagging it.

  • If the material is contaminated with category 3 water, flush it with water, disinfect it, and allow them to dry before bagging it.

• Sample Sizes:

  • A 12" x 12" sample is generally sufficient for most purposes.

    • Carpet & Padding should be a minimum of 6" x 6" 

    • Vinyl Materials should also be 6" x 6" 

    • Ceramic tile should be a whole tile if possible. (if not possible, take the largest piece & write the dimensions of the tiles on the back)

    • Wood samples should be full width of plank & 10" in length. (the length should be written on the back of the planks)

Sample Storage and Labeling:

• Resealable Bags:

  • Store dry samples for reconstruction team in gallon-sized resealable bags to keep organized.

• Detailed Labeling:

  • Label each bag with the following information:

    • Collection date

    • Room(s) of installation

    • Customer's name

    • Claim number (if known)

    • Material description (dimensions of a full size piece if not whole)

• Samples to be left for the homeowner, adjuster, & ITEL can all be put in 1 resealable bag & left behind in a conspicuous location.

  • Sample room names can each be written on the backside of the samples they were removed from. 

  • A discussion must be had with the customer to explain that these samples must not be thrown away.

Additional:

Samples are only to be collected of the final finish flooring material. the old layers don't matter in terms of pricing valuation. As the insurance company only owes for the finish flooring. Eg., If they had 3 layers of vinyl, and a layer of hardwood floor beneath the carpet & padding, the only layer the insurance company typically owes for is the carpet & padding. 

Documentation:

• Photographs:

  • Take photographs of all flooring before removal