What Is Included in a Tree Condition Report for an Insurance Claim?

When a tree damages a building, vehicle, boundary, road or neighbouring property, insurers may require clear evidence about the tree’s condition and the circumstances surrounding the incident. A professional tree condition report can help establish what was observed, whether visible defects were present, what work may now be required and whether further specialist investigation is necessary.

The report may relate to a tree that has fallen during a storm, a branch that has struck a property, roots suspected of contributing to structural movement, or a standing tree that is alleged to present an ongoing risk. Its purpose is to provide an objective arboricultural assessment rather than rely on assumptions based solely on photographs or the appearance of the damage.

A tree condition report does not decide whether an insurer must accept a claim, determine policy coverage or assign legal liability. Those decisions remain with insurers, loss adjusters, legal advisers and other appointed professionals. However, a well-prepared report can provide important evidence to support the investigation and help all parties understand the arboricultural issues involved.

TD Tree & Land Services Ltd provides professional tree reports and surveys for homeowners, businesses, estates, developers, councils and public-sector organisations across Edinburgh, Central Scotland, the Scottish Borders and Northumberland.

What Is a Tree Condition Report?

A tree condition report is a written record of the tree, its location, observable condition, structural features and surrounding environment at the time of inspection.

Depending on the circumstances, the report may examine:

A standing tree associated with an insurance concern
A tree that has partially or completely uprooted
A fallen tree or failed trunk
A broken branch that has damaged property
A tree suspected of contributing to subsidence
Roots affecting drains, paving or underground services
Storm damage that has left the remaining tree unstable
Several trees affected by the same weather event
A neighbouring tree alleged to have caused damage

The report should explain what was inspected, what evidence was available, what limitations affected the inspection and how the findings were interpreted.

Why Might an Insurer Request an Arboricultural Report?

An insurer, loss adjuster, solicitor or property owner may request a report when specialist tree knowledge is needed to understand the incident.

Common reasons include:

Establishing the condition of a tree after it has failed
Identifying visible decay, cracks or root defects
Assessing whether storm damage has affected the remaining tree
Determining whether urgent work is required to make the site safe
Investigating whether roots may be associated with structural movement
Recording the condition of neighbouring trees following an incident
Providing evidence for a liability investigation
Supporting an application involving a protected tree
Establishing appropriate remedial work and likely priorities
Creating a record of inspection and subsequent tree management

The precise scope should be agreed before the inspection. A report concerning a branch that struck a conservatory will require different evidence from one investigating possible vegetation-related subsidence.

tree-condition-report-insurance-claims-2

Contact the Insurer Before Commissioning Work

Where an insurance claim is likely, the property owner should normally contact the insurer as soon as reasonably possible and ask whether it wishes to appoint its own arborist, loss adjuster or contractor.

Before instructing non-emergency work, establish:

Whether the insurer requires a particular type of report
Whether it intends to appoint its own consultant
What questions it wants the arborist to address
Whether damaged timber, roots or branches need to be retained
What photographs and documents should be provided
Whether quotations for remedial work are required
Whether the tree is covered by a Tree Preservation Order or other restriction

Emergency action may be required where a tree presents an immediate threat to people, buildings or public access. In those circumstances, the priority is to make the site safe while retaining as much evidence as reasonably practical.

A Report Should Have a Clearly Defined Purpose

The opening section of a tree condition report should explain why the assessment was commissioned and what it is intended to address.

For example, the report may have been requested to:

Record the condition of a storm-damaged tree
Assess whether the remaining tree presents an ongoing risk
Identify observable evidence of root or basal failure
Document a branch failure and the associated attachment point
Provide recommendations for making the site safe
Assess trees near an area of reported structural movement
Comment on whether further investigation is justified
Provide information to an insurer or loss adjuster

A clear scope prevents the report from being used to answer questions that were never investigated.

What Information Is Included in a Tree Condition Report?

The exact contents will depend on the incident, but a detailed report will normally include the following information.

1. Client and Site Details

The report should identify:

The commissioning client
The address of the property
The location of the tree
The date of inspection
The date of the reported incident, where known
The person who provided the site history
The intended recipient of the report
The purpose and agreed scope of the assessment

Where ownership is relevant, the report may record which property the trunk appears to stand within. However, definitive ownership or boundary disputes may require legal or land-title advice.

2. The Arborist’s Instructions

The report should state the questions the arborist was asked to consider.

These might include:

What is the current condition of the tree?
What visible defects are present?
What appears to have failed?
Is the remaining part of the tree stable?
Is urgent work required?
Could roots be influencing the reported damage?
Is further testing or monitoring necessary?
What tree work is recommended?

The arborist should distinguish between questions that can be answered from the available evidence and those that fall outside the agreed scope.

3. Documents and Evidence Reviewed

The report may identify supporting information supplied before or after the inspection.

This can include:

Photographs taken before the incident
Photographs taken immediately after the incident
Previous tree reports
Tree-work invoices and pruning records
Insurance correspondence
Loss-adjuster instructions
Structural survey reports
Drain survey results
Site plans
Weather records
Planning documents
Tree Preservation Order information
Statements from the property owner or witnesses

Historical photographs can be especially useful where the tree has already been removed or substantially altered before the arborist attends.

4. Inspection Method

The report should explain how the tree was assessed.

The inspection may involve:

A visual inspection from ground level
Viewing the tree from neighbouring land with permission
Examining the failed branch or trunk section
Inspecting the root plate and exposed roots
Using binoculars to inspect the upper canopy
Taking measurements and photographs
Mapping the tree’s location
Carrying out a closer aerial inspection
Using specialist decay-detection equipment
Examining soil or roots exposed by the failure

If no climbing, excavation or specialist testing was carried out, that should be made clear.

5. Tree Identification

The report will normally record:

Tree species
Approximate life stage
Approximate height
Stem diameter
Canopy spread
Number of principal stems
General form
Tree reference number
Location shown on a plan or annotated photograph

Species identification can be important because different trees have different growth patterns, rooting characteristics, typical defects and responses to pruning or damage.

6. Surrounding Site and Potential Targets

The condition of a tree cannot be assessed in isolation from its surroundings. The report should record what could be affected if the tree or another branch failed.

Potential targets may include:

Houses and commercial buildings
Garages, conservatories and outbuildings
Vehicles and parking areas
Public roads and footpaths
Boundary walls and fences
Play areas and gardens
Overhead or underground services
Neighbouring property
Frequently occupied outdoor areas

The arborist may also consider how often the surrounding area is used and whether access can be restricted while remedial work is arranged.

7. Canopy Condition

The canopy provides evidence about the tree’s vitality, recent growth and response to stress.

The report may record:

Canopy density
Leaf colour and size
Recent shoot growth
Dead branches
Branch dieback
Storm-damaged limbs
Broken or hanging branches
Uneven canopy development
Stress-related shoots
Previous crown reduction or pollarding

A tree can have a healthy canopy while containing a significant structural defect, so canopy vitality and structural condition should be considered separately.

8. Trunk and Main-Stem Condition

The arborist will inspect the trunk and main stems for evidence that may be relevant to the incident.

Features may include:

Cracks and splits
Cavities and hollow sections
Areas of decay
Loose or missing bark
Historic wounds
Fungal fruiting bodies
Evidence of previous impact
Abnormal swelling or response growth
Weak unions between principal stems
Existing cables or support systems

Where a trunk has broken, the fracture surface may provide important evidence about wood condition, decay and the direction of loading.

9. Branch-Failure Evidence

Where a branch has failed, the report may examine:

The branch’s approximate size and position
The point of attachment
The type and appearance of the fracture
Whether decay was visible within the attachment
The presence of included bark
Previous pruning wounds
Cracks or weakness within the union
The amount of live foliage on the failed branch
Whether the branch was dead before failure
The condition of the remaining canopy

If the failed branch has been cut up or removed, photographs taken before clearance may be essential.

10. Root Flare and Trunk Base

The base of the tree is particularly important where uprooting, leaning or basal fracture has occurred.

The arborist may record:

Root-plate movement
Cracks in the surrounding soil
Exposed, broken or severed roots
Cavities around the root flare
Decay at ground level
Fungal activity
Changes in ground level
Soil or mulch piled against the trunk
Vehicle or machinery damage
Nearby excavation

For windthrown trees, the exposed root plate can provide valuable evidence about rooting depth, soil condition, broken structural roots and possible decay.

11. Soil and Rooting Environment

The report may comment on factors that could have affected root development or stability.

These include:

Waterlogging
Compacted ground
Shallow soil
Restricted rooting space
Recent trenching
Foundations and retaining walls
Driveways and hard surfacing
Changes in drainage
Root severance
Construction activity
Imported soil or altered ground levels

Where roots are suspected of contributing to building movement, a visual tree assessment alone may not be sufficient to establish causation.

12. Fungal Growth, Decay and Other Biological Evidence

Fungal fruiting bodies can provide useful evidence, but they must be identified and interpreted within the context of the tree.

The report may record:

The location of fungal fruiting bodies
Their apparent species, where identifiable
The type of wood affected
Associated cavities or dead bark
The presence of decay within exposed wood
Whether fruiting bodies appear old, damaged or recent

The absence of visible fruiting bodies does not prove that internal or root decay is absent. Equally, the presence of a fungus does not automatically establish that tree failure was inevitable.

13. Evidence of Previous Tree Management

Previous pruning and maintenance can influence the tree’s present structure and may be relevant to an insurance investigation.

The report may identify:

Old pruning wounds
Historic crown reductions
Repeated pollarding
Topping
Deadwood removal
Weak regrowth arising from old cuts
Previous branch failures
Old cable or bracing systems
Recently removed neighbouring trees

Where invoices, specifications or reports are available, they may help establish when and why earlier work was completed.

Photographic Evidence Within the Report

Clear photographs are one of the most important parts of an insurance-related tree report. They create a visual record of the site at the time of inspection and allow readers who were not present to understand the findings.

Useful photographs may show:

The complete tree within its surroundings
The relationship between the tree and damaged property
The failed branch or trunk
The fracture surface
Exposed roots and the root plate
Cracks, cavities or fungal growth
Previous pruning wounds
Ground disturbance
Areas where roots have entered drains or disturbed paving
Remaining hazards after the original failure

Photographs should be labelled or referenced so that their location and relevance are clear.

What Should Homeowners Photograph Immediately After an Incident?

Where it is safe to do so, take photographs before branches, timber or roots are moved.

Useful evidence includes:

Wide photographs showing the entire incident area
The position in which the tree or branch landed
The damage to buildings, vehicles or boundaries
The point from which the branch or trunk failed
Close photographs of the fracture surface
The tree’s root plate and surrounding soil
Fungal growth or visible decay
Any previous cables, props or supports
Nearby excavation, construction or ground disturbance
Photographs from several directions

Do not enter an unsafe area, climb the tree or stand beneath suspended branches simply to obtain photographs.

Can a Report Establish Why a Tree Failed?

Sometimes the evidence supports a reasonably clear conclusion. For example, a failed branch may contain extensive decay at its attachment, or an uprooted tree may show severed structural roots beside a recent excavation.

In other cases, several factors may have contributed, including:

Wind loading
Saturated soil
Root damage
Internal decay
Canopy imbalance
Sudden exposure
Historic pruning
Natural branch loading
Exceptional weather

The report should distinguish between:

Directly observed evidence
Information provided by others
Professional interpretation
Possible contributing factors
Matters that cannot be confirmed

A responsible report should not present speculation as established fact.

Was the Defect Visible Before the Incident?

Insurance and liability investigations sometimes ask whether a defect could reasonably have been detected before failure.

This can be difficult to determine retrospectively. The arborist may consider:

Whether the defect was externally visible
Whether it was obscured by ivy, soil or dense vegetation
Whether the tree had previously lost branches
Whether fungal fruiting bodies had been present
Whether the canopy showed obvious decline
Whether the defect could only be seen from within the canopy
Whether historical photographs show earlier warning signs
Whether previous professional inspections had been completed

Not every internal defect can be identified during a routine ground-level inspection. The report should explain what could and could not reasonably be observed.

A Tree Condition Report Does Not Determine Negligence

The arborist can describe the tree, identify observable defects and explain the significance of the evidence. Determining whether a person or organisation has acted negligently is a legal matter that may require consideration of ownership, previous knowledge, inspection history, professional advice and the individual circumstances of the case.

The report should therefore avoid unsupported legal conclusions.

It may, however, document:

Whether visible defects were present during the inspection
Whether previous reports identified similar concerns
Whether recommended work had been completed
Whether recent changes may have affected the tree
Whether further action is now required

What Is Included in a Report Following Storm Damage?

A storm-related condition report may examine both the failed material and the remaining tree.

It may include:

The apparent type of failure
The position and direction of the fallen material
The condition of the fracture surface
Visible decay or defects
Root-plate movement
Damage to neighbouring trees
Remaining broken or suspended branches
Whether the tree has become unstable
Immediate exclusion-zone requirements
Recommended emergency or follow-up work

Our storm damage and emergency tree-work service supports clients dealing with fallen, uprooted and structurally compromised trees.

What Is Included When Tree Roots Are Suspected of Causing Subsidence?

Possible vegetation-related subsidence is a specialist investigation that commonly involves several professions. An arboricultural report may form only one part of the evidence.

The arborist may record:

Tree species
Tree height and dimensions
Distance from the damaged building
Tree age and growth stage
Visible rooting conditions
Other trees and vegetation nearby
Recent pruning or removal
Evidence of root barriers or excavation
Relevant management options

Additional evidence may include:

A structural engineer’s assessment
Crack monitoring
Soil investigation
Foundation information
Root identification
Drain surveys
Seasonal movement data
Historical weather information

An arborist should not state that a tree caused subsidence solely because it is large or situated near the property.

Why Tree Removal Is Not Automatically Recommended

Even where a tree is associated with an insurance concern, removal may not be the only or most appropriate response.

Possible recommendations include:

No immediate arboricultural work
Monitoring
Removal of a failed branch
Targeted pruning
Crown reduction
Removal of deadwood
Further diagnostic investigation
Root-zone protection
Changes to site access
Complete removal where risk cannot be managed proportionately

Where pruning is appropriate, our professional tree pruning is planned around a defined management objective and the future condition of the tree.

When Might Tree Removal Be Necessary?

Removal may be recommended where the remaining tree presents an unacceptable risk and the concern cannot be reduced through proportionate management.

This could include:

Partial uprooting
Active movement of the root plate
A major trunk split
Extensive decay within a critical structural area
Loss of a principal stem that destabilises the remaining tree
Severe root damage
A tree resting against a building or neighbouring tree
Multiple interacting defects
A high-use area that cannot reasonably be restricted

Where removal is required, TD Trees provides professional tree felling and controlled dismantling for domestic, commercial and complex sites.

Protected Trees and Insurance Claims

A Tree Preservation Order, conservation-area status or planning condition may affect what work can legally be carried out. Insurance involvement does not automatically remove those controls.

The report may therefore record:

Whether the tree is believed to be protected
Whether the relevant authority has been contacted
The work considered necessary
Evidence supporting the proposed work
Whether an urgent safety exemption may be relevant
Whether a formal application or notification is required

Where possible, protected status should be confirmed before non-emergency work begins.

Recommended Work and Priority Timescales

The report should clearly distinguish urgent safety work from longer-term recommendations.

Priorities may be presented as:

Immediate: The area should remain closed and urgent work is required.
Urgent: Work should be arranged promptly due to an identifiable concern.
High priority: Remedial action is recommended within a defined short period.
Routine: Work can form part of planned maintenance.
Monitoring: No immediate intervention is necessary, but reinspection is advised.
Further investigation: Additional evidence is required before a final recommendation can be made.

A clear priority system helps the property owner and insurer understand which actions relate to immediate safety and which relate to longer-term management.

What Limitations Should the Report Record?

Every tree inspection has limitations. These should be explained openly so the reader understands the extent of the assessment.

Possible limitations include:

The tree had already been removed
The failed branch had been cut up or disposed of
Photographs from before the incident were unavailable
The root plate was obscured by soil or debris
Access to neighbouring land was unavailable
Dense ivy obscured the trunk
The canopy could only be inspected from ground level
No intrusive testing was authorised
Damage to the building was outside the arborist’s expertise
The inspection took place after substantial site clearance
Weather records had not been independently verified

The report should not imply a level of certainty that the available evidence cannot support.

What a Tree Condition Report Cannot Confirm

Unless specifically qualified and instructed to do so, the arborist may be unable to determine:

Whether an insurance policy covers the incident
The value of the insurance claim
Legal liability or negligence
The structural condition of a building
The precise design or depth of foundations
The cause of drainage defects
Property boundaries and legal ownership
The precise wind speed at the site
Hidden internal defects without further testing

Some claims require a coordinated investigation involving arborists, structural engineers, drainage specialists, surveyors, geotechnical professionals, loss adjusters and legal advisers.

Should Damaged Timber and Roots Be Retained?

Where practical and safe, the insurer or appointed adviser may wish to inspect failed material before it is removed from the site.

Potential evidence can include:

The base of a failed branch
A section containing decay
Fungal fruiting bodies
Broken or severed roots
Material showing previous pruning wounds
Sections of the fracture surface

Retaining large or unstable material may be unsafe, so the insurer should be consulted and photographic evidence obtained before disposal wherever reasonably possible.

What Happens After the Report Is Completed?

Once issued, the report may be supplied to the insurer, loss adjuster, solicitor, property owner or other instructed professional.

The next steps may include:

The insurer reviews the arboricultural evidence.
Further documents or photographs are requested.
Urgent tree work is authorised.
Quotations are obtained.
A structural or drainage investigation is commissioned.
Protected-tree consent is sought where required.
The tree is monitored or reinspected.
Remedial pruning or removal is completed.
A record of the completed work is retained.

The arborist may need to issue an addendum if further information becomes available after the initial report.

Why Inspection Records Matter

Tree owners are not expected to guarantee that a tree will never fail. Trees are living structures affected by weather, soil, disease, damage and natural ageing.

However, keeping reasonable records can help demonstrate responsible management. These may include:

Professional inspection reports
Photographs
Tree-work quotations
Invoices and completion records
Applications for protected-tree work
Monitoring records
Correspondence with neighbours or authorities
Dates of significant storms or branch failures

Records are particularly useful for trees beside buildings, roads, footpaths, car parks and other frequently occupied areas.

How TD Trees Prepares Insurance-Related Tree Reports

TD Tree & Land Services Ltd has delivered professional arboricultural services since 2004 and is an Arboricultural Association Approved Contractor.

Our consultancy and contracting teams work across domestic, commercial and public-sector environments, including private gardens, housing developments, estates, schools, hospitals, road networks and major infrastructure sites.

Depending on the case, our approach may include:

Reviewing the client’s instructions and available documents
Completing a systematic site and tree inspection
Recording tree dimensions and condition
Photographing relevant defects and damage
Assessing the remaining tree and surrounding targets
Identifying immediate safety requirements
Considering whether further investigation is necessary
Providing proportionate management recommendations
Preparing a clear written report
Delivering any authorised tree work through our operational teams

Combining consultancy expertise with practical contracting experience allows us to provide recommendations that are technically considered and realistic to implement.

Frequently Asked Questions

Do insurers always require a tree condition report?

No. Requirements vary according to the insurer, policy, type of damage and complexity of the claim. Some incidents can be assessed by a loss adjuster, while others require specialist arboricultural evidence. Contact the insurer before commissioning a report where possible.

Who pays for the arboricultural report?

This depends on the policy and who commissions the assessment. An insurer may appoint and pay its own consultant, or a policyholder may be asked to obtain evidence. Clarify costs and authorisation before proceeding.

Can a tree surgeon write a report for an insurance claim?

The person preparing the report should have suitable arboricultural knowledge, inspection experience and report-writing competence for the complexity of the case. A complex subsidence or liability dispute may require an experienced arboricultural consultant rather than a basic work quotation.

Is a quotation the same as a tree condition report?

No. A quotation explains the proposed work and its cost. A condition report records the tree, inspection findings, evidence, limitations, conclusions and recommendations. Some cases require both documents.

Can a report prove a storm caused the tree to fall?

The report may identify evidence consistent with windthrow or storm-related failure and assess other contributing factors. Precise attribution may require verified weather information and consideration of pre-existing defects.

Does visible decay mean the insurer will reject the claim?

Not automatically. Insurance decisions depend on policy wording, the incident and all available evidence. The arborist’s role is to describe and interpret the tree’s condition, not decide whether cover applies.

What happens if the tree has already been removed?

A report may still be possible using site evidence, photographs, retained timber, witness information and previous records. However, the absence of the original tree may substantially limit the conclusions that can be reached.

Should I remove a dangerous tree before the insurer attends?

Where there is an immediate danger, the site must be made safe. Contact the insurer promptly, photograph the tree and damage, and retain relevant material where this can be done safely. Avoid unnecessary alteration before the insurer has provided instructions.

Can a report be used in a dispute with a neighbour?

It may provide relevant arboricultural evidence, but it does not resolve legal ownership, liability or boundary disputes. Independent legal advice may be needed where responsibility is contested.

Can the report recommend removing a protected tree?

Yes, where removal is considered arboriculturally justified. However, planning controls may still require evidence, notification or formal consent before work proceeds, unless a valid exemption applies.

Will the report include the cost of tree work?

A professional report may specify the work required without including prices. A separate quotation can then be prepared based on the approved specification and site requirements.

How quickly can a report be prepared?

The timescale depends on urgency, site access, the complexity of the incident and whether additional documents or investigations are needed. Immediate safety advice may be provided before the full written report is completed.

Arrange a Tree Condition Report for an Insurance Matter

A professional tree condition report can provide clear evidence following storm damage, branch failure, root-related concerns or property damage involving trees. The value of the report depends on a clearly defined scope, careful inspection, accurate photographic records and conclusions that remain within the available evidence.

TD Trees provides professional arboricultural inspections, reports and tree surgery for homeowners, businesses, insurers, estates and public-sector clients across Edinburgh, Central Scotland, the Scottish Borders, Northumberland and surrounding areas.

To discuss an insurance-related tree inspection, request a tailored quotation from TD Trees.