How to Document Property Damage for Your Claim

If a fire, accident, or crime causes damage to your home or possessions, you must file a claim with your homeowners insurance company. In 2021, more than 5% of insured homes had to move through this process.^[1]

Successful claims are supported by ample backup. When you give your company all the information required, it’s easier for them to provide the payment dictated in your policy.

The Importance of Documenting Property Damage 

Your homeowners insurance company won’t simply accept your word that your home or possessions were damaged. You must prove what you had, what you lost, and what it was worth. 

The average homeowner needs between 18 and 24 months to repair or replace their covered items after a major disaster.^[2] The more organized you are, the more likely it is that you can push your claim through quickly and effectively. 

Paperwork can help you prove how much your losses are worth. Digital documentation options, such as cloud storage or insurance company apps, are other secure options for creating and storing inventory lists or photos.

Without documentation, your company could give you less than your items are truly worth. That could make living through something like a fire or theft even more painful. 

Documenting Property Damage for Your Claim

Following a few simple steps can help you prepare and submit a claim in a timely manner after a covered event. Your preparation could also ensure you get what you want from the company. 

Here’s what you need to do:

Prepare Before Any Event Happens 

A detailed home inventory is a tremendous help when the unthinkable happens. Unfortunately, less than half of all homeowners have one.^[1] Preparing one now is one of the easiest and most effective ways to help you document property damage. 

A detailed home inventory includes the following items:

• Manufacturer and model details 
• Serial numbers 
• Prices paid, supported by receipts 
• Photographs from multiple angles 

Go room by room and prepare this itemized list. Keep the document somewhere safe (like the cloud), so you can access it if an event occurs. 

Also, keep detailed receipts for purchases, specifically valuable items. Having receipts will help you substantiate claims later on.

Get Your Documents In Order 

When a covered event happens, time is of the essence. Reduce your stress and increase your efficacy by keeping important details in an easily accessible space. 

You should have the following items ready, just in case:

• Your insurance company name and policy number
• Contact information for your agent 
• Customer service phone number 

Contact your insurance company and ask about the forms and procedures you must follow to file a claim. Sometimes, you’ll file via an app or website. In other cases, you’ll use a paper form. Know which version your company prefers. 

Prove Property Damage When Needed

Your policy should include information about what incidents are (and are not) covered. When one of these events takes place, it’s time to file. 

One claim form should suffice for all three types of damage you may face:

• Your home: If your home is damaged, your insurance company may send out an adjuster or contractor to inspect the damage. In some states, they can take up to 30 days to schedule this visit.^[3] But you must also document the damage to file your claim. Take photos of the damage from multiple angles and write detailed notes about everything that was harmed. 
• Your living arrangement: If you must rent property because your home is damaged, your policy can help. Provide information about your costs in detail. 
• Your belongings: If your property is damaged, the process is a little easier. Use your inventory to detail what was damaged (or stolen), what you paid for it, and whether it should be repaired or replaced. 

The more detail you can offer about all three of these types of losses, the more effective your claim will be. 

Tips for Documenting Property Damage

The hard work you do in preparing your claim could pay off in an appropriate payment from your insurance company. 

Follow these tips:

• Know your policy. Read through your documents carefully. Look for details about time frames, so you’ll know when you must file and when the company must get back to you. Keep this information in a clear spot, so you don’t miss any deadlines.
• Don’t delay. Contact your insurance provider as soon as a covered event takes place. This should be the first step you take. 
• Use your inventory. Take photos of all of the damage, and submit them with the photos you took while creating your inventory. These before/after images can help you prove your losses.
• Keep the evidence. Don’t throw away anything until your insurance provider has inspected it or tells you it’s okay to do so. 
• Document conversations. Keep notes about every phone call, email note, or text message. Write down the date, time, name of the person you spoke with, and any pertinent details about the conversation.
• Verify and review. When your insurance company offers payments for your claim, compare the figures with your inventory and notes. Ensure you’re being compensated fairly. If you think something seems off, reach out for assistance.
• Get help when needed. Before you sign any release of your claim, think carefully. An attorney could help ensure you’re not taking less than you should. You don’t have to accept what is offered if you feel like it may be unfair. 

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Reviewed by Kristopher Kane

Kristopher Kane is a career freelance writer with over 15 years of experience and a broad portfolio encompassing various topics within the insurance industry. He has written for both B2B communication and consumer-level customer engagement.