When it comes to water damage mitigation, you need to have a standardized system for getting all documentation signed. Completing the work is only half the battle, but getting the documentation signed is what keeps the job moving forward.

Missing signatures, incomplete forms, or delays in paperwork can bring the claims process to a halt, jeopardize payment, and create unnecessary friction between you, the client, and the insurer.

1. Reach Out to the Client Early

Start by contacting the client via phone, text, or email to explain what documentation needs to be signed. Be clear about why their signature is required and how it helps move the mitigation process forward. A brief overview upfront helps set expectations and keeps things moving smoothly.

2. Prepare the Required Documents

Before sending anything out, make sure all necessary paperwork is complete, accurate, and ready to go. The typical packet includes:

• Scope of Work: Outlines what’s being done, timelines, and responsibilities. 
• Authorization to Perform Services: Grants your team permission to carry out the work. 
• Assignment of Benefits (AOB): Allows you to bill the insurance company directly (if applicable). 
• Customer Responsibility Acknowledgment: Clarifies the client’s role during the project. 
• Waiver of Responsibility: Used if the client chooses to alter or decline parts of your recommended scope. 
• Completion Certificate or Final Walkthrough: Confirms all work has been completed to standard. 

Review every document carefully to ensure nothing is missing or outdated before sharing it.

3. Use E-Signature Tools for Convenience

If the client isn’t available in person, send the documentation using a secure e-signature platform. Tools like DocuSign, HelloSign, or Adobe Sign make it easy for clients to sign digitally—and they’re legally compliant under the ESIGN Act and similar international regulations.

Provide a clear deadline and offer guidance if the client has questions. Once returned, verify that all fields, initials, and signatures are properly filled out.

4. Meet in Person When Needed

If the client prefers or requires a physical signing:

• Bring printed copies. 
• Ensure all relevant parties are present and authorized. 
• Walk through each section in person. 
• Collect valid ID if required. 
• Make copies for everyone involved. 

5. Confirm All Parties Are Authorized

Before collecting signatures, confirm that each person signing is legally allowed to do so. This usually includes:

• The property owner or tenant 
• The insurance policyholder (if different) 
• A representative from your company 

6. Walk Through the Paperwork

Whether in person or on a call, review each document with the client to make sure everything is understood, and to clarify any confusion to avoid delays or disputes later.

Explain:

• What each document means 
• The services you’re performing 
• Any costs or out-of-pocket responsibilities 
• How insurance billing works

7. Confirm and Communicate

After the paperwork is signed:

• Send a copy to the client. 
• Store a secure internal copy. 
• Notify the insurance provider, if needed. 
• Follow up with the client to confirm receipt and understanding. 

This check-in helps reinforce transparency and builds trust.

8. File and Store Everything Properly

Keep all signed documents organized and secure—both digitally and physically, if applicable. Clearly label the files with the client name, job number, and date for easy retrieval. Back everything up in a cloud system or job management tool.

9. Avoid Common Mistakes

Sloppy documentation leads to insurance pushback and payment delays. Avoid these frequent errors:

• Missing initials or signatures 
• Undated signatures 
• Incomplete or outdated forms 
• Lack of clarity on who is responsible for payment 
• Forgetting to confirm signers are authorized 

Double-check everything, communicate clearly, and stay organized to keep your project on track.

Set the Job Up for Success—On Paper and in Practice

Clear, signed documentation isn’t just paperwork—it’s protection. It keeps everyone aligned, prevents delays, and helps you get paid without chasing signatures down the road. From scopes to waivers, when everything is properly signed, stored, and confirmed, you minimize disputes and keep projects moving forward.

KnowHow makes it easy to standardize this process across your team—ensuring no step is missed, no form is outdated, and no detail gets overlooked. Download this template to tighten up your documentation process, or book a demo to see how KnowHow helps teams like yours streamline onboarding, SOP management, and on-the-job support.