A Quick Guide to Documenting Home Damage for Insurance Purposes

Why documentation is critical for a successful insurance claim

When you file a home insurance claim, your insurance company will work with you to create a list of damaged items. Having pre-loss photos or receipts may help the claims process and ensure you’re paid what is owed. Having documentation helps you in several ways: 

• It jogs your memory: Recovering from a disaster can be emotionally and physically draining, so you don't want to rely on your own memory for what's damaged and what the items were worth. Thorough documentation can remind you of what you had (and its value). 
• It can speed up the process: Photos, receipts and notes help support your claim and show the value of what was lost. The more details you can share, the easier it is for your adjuster to move things forward.

Documenting property damage, step-by-step

After an incident, like a windstorm or water loss, take the following steps to be safe, and then properly document the impact of the event on your property: 

Step 1: Ensure safety and prevent further damage

Get everyone out of harm's way and take measures to head off any further harm to your home. For example, if you have broken windows, use tarps or boards to prevent more water from entering the house. Keep receipts for any emergency or temporary repairs. You may be able to submit those for reimbursement.

Step 2: Notify your insurance provider

Once you and your family are safe, contact your insurance company to begin the claims process. Provide your policy number, a brief overview of what happened and details on the affected areas of your home. 

Step 3: Capture comprehensive visual evidence

If your home is safe to enter, take multiple photos and videos. Make sure the images are of the whole room, with wide shots that show the extent of the damage. Also include close-ups of damaged areas and affected items. If possible, use time stamps while documenting damage so your photos show the day and time the photos were taken. If you can, record a quick walk-through video. As you move through each room, point out any major damage so your insurance company can better understand what happened.

Step 4: Collect and organize supporting documentation

In addition to video and photos, gather supporting documentation like receipts. If you don't have those physical documents handy, go through your email and look for old order confirmations. These messages may include the items you purchased, the date they were bought and their price. Save a copy of the receipts, along with repair estimates or appraisals, and store them on a digital storage device or in the cloud. 

Your insurance adjuster will create a full inventory of your damaged items, but you can start a list of your affected personal items, their cost, purchase date and serial numbers. Here’s an example of what the format and entries for such an inventory might look like, following a home fire:

Once you’ve gathered all your documentation, you can submit your inventory, photos, video and receipts to your insurer. Include the contact information of the claims adjuster and any contractors you use.

Step 5: Work with the adjuster

The insurance adjuster will review your documentation and videos, before scheduling a visit to inspect the damage. During your inspection, your adjuster will go from room to room, writing down detailed descriptions of any items that have been broken or damaged by the incident. 

If possible, be present when the adjuster is in your home, and walk through the property with them, calling out the damage as you do so.

Based on their inspection, your insurance policy coverage and your supporting documentation, the insurance adjuster will submit a report to the insurance company with their figure of what it will cost to repair or replace your damaged property.