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Insurance Aerial Statement

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INSURANCE AERIAL STATEMENT

Insured Name:

Policy Details

Insurer Name:

Aircraft / Aerial Device Details

Flight Operation Details

Date of Flight:    Time (Local):

Coordinates (Lat / Long): /

Inspection   Aerial Photography   Survey/Mapping   Agricultural Application   Transport   Training   Other:

Coverage & Claim Information

Hull   Liability   Third-Party Property Damage   Equipment/Camera   Cargo   Personal Injury   Other:

Clear   Overcast   Rain   High Wind   Other:

Yes   No   If yes, provide details:

Attachments & Documentation

Photographs   Video   Flight Log / Telemetry   Maintenance Records   Pilot / Operator License   Witness Statements   Other:

Exclusions and Representations

The undersigned represents and warrants that all statements contained in this Aerial Statement are true, complete, and made in good faith. The undersigned acknowledges that material misrepresentation, concealment, or omission of fact in this statement may result in denial of coverage, adjustment of the claim, or rescission of the policy as permitted by law and the terms of the policy. The undersigned further certifies that the aircraft or device was operated in compliance with all applicable operational rules, manufacturer operating instructions, and the insured's policy terms at the time of the described operation, unless otherwise identified in this statement with supporting documentation.

The undersigned authorizes the insurer and its representatives to inspect the aircraft/device, to obtain maintenance and operation records, and to interview witnesses. The insurer retains all rights of subrogation. The undersigned will cooperate with reasonable requests for additional information and documentation and will preserve evidence relevant to the claim.

Beneficiary Information (if applicable)

Declaration and Certification

I declare under penalty of civil remedies for fraud and other applicable law that the foregoing statements and answers are true and complete to the best of my knowledge. I understand that this statement is part of the claim record and may be relied upon by the insurer in evaluating coverage and entitlement to benefits. I consent to the release of information necessary to process this claim and to verify the representations made herein.

Insured Name:

Signature:

Date:

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What an Insurance Aerial Statement Is and when it’s used

An Insurance Aerial Statement is a written record summarizing observations from an aerial survey or inspection conducted to document property condition, damage, or risk exposure for an insurance claim or underwriting review. It commonly includes survey location, date and time, observer identity, platform details (manned aircraft or drone), methodology, photographic references, and a concise findings narrative. The statement serves as supporting evidence for a claim, supplements an adjuster’s field report, and may be attached to policy files, loss runs, or underwriting submissions.

Why the Insurance Aerial Statement matters for claims and underwriting

A clear aerial statement creates an auditable record of what was seen from the air, reduces ambiguity about loss timing and scope, and helps insurers and policyholders reach faster, more consistent determinations while preserving evidence for subrogation or litigation.

Why the Insurance Aerial Statement matters for claims and underwriting

Who typically prepares and relies on this statement

The Insurance Aerial Statement is used by a mix of field and office roles across claims, underwriting, and loss control.

  • Insurance adjusters and field investigators: compile aerial findings into claim files and verify ground observations.
  • Drone operators and survey pilots: supply geo-referenced imagery, flight metadata, and the operational narrative required by insurers.
  • Underwriters and risk engineers: use aerial statements to assess exposures, update underwriting files, and price coverage appropriately.

Parties who receive the statement include the insurer, policyholder, third-party vendors, and counsel when preservation of evidence is required.

Primary signers and their roles

Claims Adjuster

A licensed adjuster prepares or reviews the aerial statement as part of a claims file. The adjuster is responsible for confirming the statement’s factual accuracy, linking it to claim numbers, and ensuring photos and coordinates are attached for audit and subrogation purposes.

Drone Operator

The certified remote pilot or aircraft operator who conducted the flight supplies the operations summary, flight log, and signed attestation regarding conditions and observations; this role establishes chain-of-custody for imagery and metadata used as evidence.

Stepwise process to complete and attach an aerial statement

Follow these core steps to produce a valid, usable aerial statement that integrates with claims and underwriting workflows.

  • 01
    Gather data: Collect photos, flight log, and GPS metadata before drafting.
  • 02
    Draft statement: Write objective observations and reference image IDs.
  • 03
    Attach evidence: Embed or append geotagged images and flight metadata.
  • 04
    Sign and file: Sign with authorized parties and route to the claim file.

Typical routing from survey to claim file

This flow shows how an aerial statement moves from field capture to official claim documentation.

  • Capture: Acquire imagery and log flight metadata during the survey.
  • Compile: Match photos to report items and assign reference IDs.
  • Review: Claims staff or underwriter reviews the compiled statement.
  • Archive: Store the signed statement and attachments in the policy or claim system.

How to configure a digital workflow for the aerial statement

A standard eSubmission workflow includes field capture, automated file attachment, signer routing, and archived audit logs.

Field | Configuration Action | Recommended setting
Capture links Auto-attach photo URLs and metadata to the form
Signer order Operator then adjuster then policyholder
Authentication Email + SMS code or account-based SSO
Retention Archive signed PDF with embedded audit trail

Digital signing and file requirements for eSubmission

Ensure the platform supports image attachments, audit trails, and the authentication level your insurer requires.

  • File formats: PDF, DOCX, and JPEG supported
  • Authentication: Email + SMS or stronger
  • Audit trail: IP, timestamp, and signer log

Timing expectations and common deadlines

Timely submission preserves coverage rights and evidence. Deadlines depend on policy terms and state law; confirm policy provisions.

Report to insurer:

Follow policy notice period; often 24–72 hours for severe losses

Document submission:

Submit aerial statement as soon as practical, typically within 7–30 days

Preserve evidence:

Retain original images and logs until claim closure

Subrogation hold:

Do not alter originals if third-party recovery is possible

Insurer review:

Adjuster response often within 7–21 days after receipt

Key milestones from capture to claim closure

These sequential stages map the typical lifecycle of an aerial inspection supporting a claim.

01

Request Authorization

Obtain insurer or policyholder approval for aerial survey.

02

Conduct Survey

Complete flight operations and capture imagery and logs.

03

Prepare Statement

Draft report, attach images, and verify GPS data.

04

Finalize and Archive

Sign, deliver to claims system, and store audit trail.

Notarization and witness steps for sworn aerial statements

When a signed or sworn attestation is required, follow the verification and notarization sequence below.

01

Prepare Document

Include an attestation clause and signatory block before presenting to witnesses or notary.

02

Verify Identity

Confirm signer identity with government ID or credential analysis.

03

Execute Signature

Signer signs in the presence of required witnesses or a notary.

04

Witness Signatures

Witnesses sign and provide printed names and addresses when required.

05

Notary Acknowledgement

Notary completes acknowledgement or jurat and records the act.

06

RON Session

If using Remote Online Notarization, retain A/V recording per state rules.

07

Record Retention

Store the notarized document and any RON recordings per retention policy.

08

File with Claim

Attach notarized attestation to the claim file and policy record.

Required data elements in the Insurance Aerial Statement

Policyholder: Full legal name
Policy Number: Exact policy identifier
Survey Location: Address and GPS
Date/Time: MM/DD/YYYY and local time
Operator Info: Pilot or operator credentials
Attachments: Images and flight log IDs

Consequences of incomplete or inaccurate statements

Claim Delay: Processing delays
Denial Risk: Possible coverage denial
Subrogation Harm: Weakened recovery claims
Legal Exposure: Increased dispute risk
Regulatory Issues: Potential compliance reviews
Evidence Loss: Admissibility problems

Common preparation errors to avoid

  • Omitting GPS coordinates or poorly labelling photo IDs, which makes it difficult to corroborate the visual evidence with the property location.
  • Using imprecise language such as 'appears damaged' without measurable dimensions or reference markers, reducing the report’s evidentiary value.
  • Failing to preserve original flight logs or image files in native format, which can compromise metadata and chain-of-custody.
  • Not confirming signer authority or failing to follow required notarization or witness steps when an attestation is legally necessary.

Real-world scenarios showing how an aerial statement is used

Two representative scenarios highlight how aerial statements support claims and underwriting decisions in practice.

Residential Wind Damage

Aerial survey documents roof uplift and debris distribution after a storm

  • Flight captured geotagged photos and windward exposure data
  • The insurer used the signed statement plus metadata to expedite a scope-of-loss adjustment and coordinate a contractor estimate, reducing field re-inspections and clarifying coverage boundaries.

Commercial Roof Inspection

Aerial statement records ponding and membrane breaches observed on multiple rooftop zones

  • Operator included annotated imagery and flight log references
  • Underwriting relied on the statement to request targeted repairs, adjust renewal terms, and update the risk profile in the policy record.

Essential components of a professional Insurance Aerial Statement

A complete statement follows a consistent structure so it can be validated, cross-referenced, and retained in claim or underwriting systems.

Header

Report title, policyholder name, policy number, and claim or file identifier. A concise header ensures immediate traceability to the correct file and supports automated indexing in document management systems.

Survey Metadata

Date/time, coordinates, altitude, platform type, and operator identifiers. Metadata allows the insurer to corroborate the visual record with flight logs and validate the conditions at the time of capture.

Methodology

Brief description of the survey method, sensors used, and any limitations. Methodology notes explain whether imagery is oblique, nadir, thermal, or multispectral, which affects interpretation of the findings.

Findings

Objective, itemized descriptions of observed conditions or damage tied to photo IDs. Each finding should reference image numbers, approximate measurements, and location markers to support adjuster decisions and contractor scopes.

Attachments

Embedded or appended photos, video stills, flight logs, and a manifest listing file names and timestamps. Attachments must be clearly labeled and matched to findings to preserve evidentiary weight.

Signatures

Signed attestations by the operator and reviewing adjuster with printed names, dates, and contact details. Signatures establish responsibility for the report and, when notarized, add sworn attestations useful in contested claims.

How to update or amend an existing aerial statement

Use a controlled amendment workflow so edits are auditable and prior versions remain preserved.

01

Identify change:

Specify which section requires correction.
02

Draft amendment:

Include date, reason, and new content.
03

Reviewer approval:

Have adjuster or underwriter authorize changes.
04

Sign amendment:

All parties sign updated entry.
05

Attach to file:

Link amendment to original report and images.
06

Archive prior:

Retain the original version for recordkeeping.

Practical tips to improve accuracy and usability

Adopt consistent naming, metadata standards, and a defensible signing process to maximize the statement’s value.

Standardize filenames
Use a consistent convention including claim number, date, and photo ID. This practice simplifies matching images to findings and reduces administrative errors during review and archiving.
Include geotags
Embed GPS coordinates and a small site map. Geospatial markers speed corroboration and make it easier for adjusters or contractors to locate observed issues on site.
Keep originals
Preserve raw image files and flight logs in native format. Edited or compressed copies should be marked as derived to preserve evidentiary integrity for subrogation or litigation.
Use clear language
Avoid speculative wording. State observed facts, dimensions, and reference photo IDs. Where judgment is offered, label it explicitly as opinion and name the reviewer.

Frequently asked questions about Insurance Aerial Statements

Answers to common questions about validity, signing, and evidence handling for aerial statements used in insurance contexts.


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