INSURANCE CLAIMS GUIDE
Most homeowners leave tens of thousands of dollars on the table after a smoke and soot event. Not Phase III clients. Here’s how we make sure your policy pays every dollar it owes — and what happens at every step of the way.
First — Take a Breath
Even a small fire can fill your entire home with smoke. The smell is in every room, every closet, every piece of fabric. Everything feels contaminated — and it probably is. Then the insurance adjuster scopes two rooms and hands you a check that doesn’t come close to covering what needs to happen. That’s not okay, and it’s not what your policy says. Smoke and soot damage is one of the most underscoped claim types in the industry, and we’ve seen it firsthand on hundreds of claims across SE Michigan. Phase III conducts a full property assessment on every smoke and soot claim — every surface, every system, every room. The most important thing you can do right now is not figure this out yourself. That’s what we’re here for.
You do not have to figure this out alone. Phase III has done this hundreds of times.
The Claims Process — Step by Step
Do Not Run HVAC
The single most important thing to do after a smoke event is turn off your HVAC system immediately. Running it circulates soot throughout every room in the house — compounding the scope of damage.
Phase III Does Here:
We document HVAC contamination from the moment we arrive — this is a major supplement item that adjusters miss on nearly every smoke claim we handle, often representing $5,000-$15,000 in covered costs.
Open Your Claim
Contact your insurer within 24-48 hours. Describe the source of smoke, the rooms affected, and that your contractor is on-site for mitigation. How you open the claim affects what gets covered.
Phase III Does Here:
We help you describe the loss accurately and completely so no coverage is inadvertently excluded at the first call — protecting the full scope of your claim from day one.
Air Quality Assessment
We test air quality throughout the structure to document smoke concentration — not just in rooms with visible soot. Smoke travels. The data proves it.
Phase III Does Here:
We conduct air quality testing before any remediation begins. This data is essential documentation that prevents adjusters from limiting scope to only what’s visually obvious — which is almost always less than the full picture.
Full Property Documentation
Room-by-room documentation of every affected surface, every item of contents, the HVAC system, attic, and crawl space. We’ve seen adjusters miss this scope on nearly every smoke claim we’ve handled.
Phase III Does Here:
We build a complete documentation package that becomes the foundation of your supplement — one that’s very difficult for adjusters to dispute. You’ll have a full record of everything, so nothing gets left behind.
Remediation and Pack-Out
Surface cleaning, thermal fogging, HVAC decontamination, and contents pack-out begin once the scope is approved. On smoke and soot claims, supplements routinely add 25–50% to the initial estimate — because the first scope is almost never complete.
Phase III Does Here:
We track every hour of labor and every material used, providing a complete documentation trail for your claim — and filing supplements aggressively until every affected system and surface is covered.
Rebuild and Restoration
Drywall, insulation, and materials that cannot be adequately cleaned are replaced. Contents are returned after professional cleaning. Your home is restored to pre-loss condition — not just cleaned and patched.
Phase III Does Here:
Final walkthrough documentation confirms the completed scope for your records and warranty file — so you have proof of exactly what was done and the guarantee to back it up.
Where Claims Get Underpaid
Insurance adjusters are not your enemy — but they work for the insurance company, not for you. Here are the most common ways smoke and soot damage claims are minimized, and exactly what Phase III does to counter each one.
Surface-Only Scope
What they do: Adjusters scope what they can see during a walkthrough — visible soot on walls and ceilings. They miss smoke inside wall cavities, attic deposits, and HVAC contamination. We see this on nearly every smoke claim we handle.
How Phase III responds: We use air quality testing to document the actual extent of smoke penetration throughout the structure — proving the full scope with data, not opinions.
HVAC Contamination Missed
What they do: Smoke enters HVAC systems within minutes of a fire. Full duct cleaning and often air handler replacement is required — but adjusters routinely omit this from estimates.
How Phase III responds: We inspect and document HVAC contamination on every smoke claim. This line item alone can represent $5,000-$15,000 — and we fight to make sure it’s included.
Odor Treatment Underestimated
What they do: Smoke odor requires professional thermal fogging and ozone treatment — not surface cleaning alone. Adjusters often scope surface cleaning only and call it done.
How Phase III responds: We document the specific odor treatment methodology required and justify it as the appropriate standard of care — so the insurer can’t shortchange the scope.
Contents Cleaning vs Replacement
What they do: Adjusters prefer cleaning allowances over full replacement, even for items that simply cannot be adequately cleaned after smoke exposure.
How Phase III responds: We document which items are non-restorable and submit for replacement cost value rather than a cleaning allowance — because you deserve what your policy actually covers.
Your Rights as a Michigan Policyholder
Right to Full Scope
Your policy covers all damage caused by a covered loss — including smoke penetration in areas with no visible soot.
Right to HVAC Coverage
HVAC decontamination is a covered mitigation expense when caused by smoke from a covered fire loss — and we make sure it’s included.
Right to Contents Replacement
Items that cannot be restored to pre-loss condition are entitled to replacement cost — not just a cleaning allowance.
Right to Odor Remediation
Smoke odor that cannot be eliminated by surface cleaning alone is a covered loss. Thermal fogging and ozone treatment are standard approved methods.
Right to Dispute Any Denial
Every denial can be appealed in writing with supporting documentation. You are never required to accept the first answer.
Know your rights — and know that Phase III will make sure they are respected.
The Phase III Difference
Most contractors hand you a repair bill. We hand you a maximized insurance settlement.
| Stage | Without Phase III | With Phase III |
|---|---|---|
| Damage assessment | Adjuster walks two rooms | We assess every room, HVAC system, attic, and crawl space with air quality data |
| HVAC | Omitted from the estimate entirely | Documented and included on every claim — often $5,000-$15,000 in covered costs |
| Odor treatment | Surface cleaning allowance only | Full thermal fogging and ozone scope documented, justified, and included |
| Contents | Cleaning allowance for everything | Non-restorable items submitted for replacement cost value — not pennies on the dollar |
| Supplement filing | Never happens — you take the first check | We file comprehensive supplements on every claim — the first check is never the final answer |
What Phase III Does on Every Claim
Frequently Asked Questions
Why does my whole house smell like smoke when only one room burned?
Smoke is extremely pervasive — it follows air pressure differentials through every gap, duct, and wall cavity in the house. The smell isn’t just in the air; it’s embedded in porous materials throughout the home. Treating only the room of origin will not eliminate the odor — and your insurer is obligated to cover the full scope.
Can smoke damage items that were not in the room with the fire?
Absolutely. Soot particles travel throughout the home via air movement and HVAC circulation within minutes. Electronics, clothing, furniture, and food in other rooms can all be damaged or contaminated. We document all of it — not just what’s visible in the fire room. If this happens to you, call us — we’ll tell you exactly where you stand.
How long does smoke odor remediation take?
Typically 3-7 days for the remediation process itself, depending on the severity and size of the home. Thermal fogging and ozone treatment must be completed before any reconstruction begins — skipping this step means the odor comes back. We manage the full sequence so it’s done right.
Is soot dangerous?
Yes. Soot contains carbon particles and toxic compounds from burned materials. It’s acidic and continues to cause damage — to surfaces, electronics, and air quality — long after the fire is out. It should not be handled without proper protective equipment, and it should not be ignored while you wait on the insurance process.
My adjuster says the smoke damage is limited to one room. What do I do?
Request a formal re-inspection and present your air quality data and documentation of smoke penetration throughout the home. This is exactly the kind of fight we’re built for. If this happens to you, call us — we’ll tell you exactly where you stand.
How much does Phase III charge?
Our fee comes from the insurance settlement — not out of your pocket. You pay your deductible; we fight for the rest. If we don’t recover more than you would have gotten on your own, we don’t get paid. That’s how aligned our interests are with yours.
Phase III Construction handles everything — documentation, supplements, negotiations, and rebuild. You focus on your family.
Serving Wayne, Oakland, Washtenaw, and Livingston Counties