How to Document Damage for an Insurance Claim: A Checklist

To document damage for an insurance claim, take photos and video of everything, both wide shots and close-ups, before you clean up, repair or throw anything out. Then build a written list of damaged items, save every receipt, get written repair bids, and keep a log and copies of everything you exchange with your insurer.

Good records prove what you lost and what it is worth, and they protect you if the claim turns into a dispute.

Why documentation matters

Your insurer pays for what you can show. The Insurance Information Institute (Triple-I) ↗ says that "to substantiate your loss," you should prepare an inventory of damaged or destroyed items and give the adjuster a copy along with any receipts.

United Policyholders, a national nonprofit for policyholders, puts it more bluntly: when dealing with your insurer, "documentation is everything" (United Policyholders ↗).

If you have not reported the loss yet, start there. See our guide on how to file a homeowners insurance claim.

Step 1: Photos and video before cleanup

Take pictures and video as soon as it is safe. The Texas Department of Insurance (TDI) ↗ says to photograph or video the damage and not to throw away damaged items until an adjuster has had a chance to see them.

What to shoot

FEMA's flood insurance site advises taking "clear pictures and videos of damaged items before cleaning, fixing or throwing them out," and to "capture wide shots and close-ups of walls, floors and furniture" (FloodSmart ↗). That advice is written for flood claims, but the approach works for most kinds of damage:

• Wide shots of each room and each side of the house, so the adjuster can see where the damage is.
• Close-ups of the damage itself: cracks, stains, holes, warped floors, broken items.
• Water lines on walls, furniture and appliances, and structural damage to floors, ceilings and foundations (FloodSmart ↗).
• Labels and serial numbers. FloodSmart says to write down or photograph the make, model and serial number of appliances and electronics (FloodSmart ↗).

For flood losses, FloodSmart also suggests keeping small samples of damaged materials, such as carpet, drywall or insulation (FloodSmart ↗).

Protect the property, but photograph first

You are usually expected to prevent more damage. TDI says to make only the repairs needed to protect your home, such as covering broken windows, and not to make permanent repairs until your insurer says to (TDI ↗). Photograph the damage before you tarp or board anything up, and photograph the temporary repair after.

Some items, like spoiled food or moldy cushions, may be a health risk. FloodSmart says to document them first, then throw them away (FloodSmart ↗).

Older photos help too

Before-damage photos show what your home and belongings looked like. The NAIC ↗ suggests looking through photos on your phone or from family and friends to help build your list. United Policyholders notes these photos can "serve as proof to your insurer" (United Policyholders ↗).

Step 2: Build a home inventory (contents list)

A spreadsheet works well, with one row per item.

What to include for each item

Sources suggest recording:

• Description, make and model. Triple-I says to note "where you bought it, the make and model, what you paid" (Triple-I ↗).
• Serial number, usually on the back or bottom of appliances and electronics (Triple-I ↗).
• Approximate age, value and replacement cost, per United Policyholders ↗.
• Proof of value such as receipts, purchase contracts and appraisals (Triple-I ↗).

United Policyholders says the adjuster should give you a format and explain how much detail is needed. It also says you can ask to group similar small items, such as "25 men's t-shirts," instead of listing each one (United Policyholders ↗).

If your records were destroyed

Triple-I says that if you no longer have records, "work from memory" (Triple-I ↗). United Policyholders suggests updating the inventory as you remember things.

Be honest. United Policyholders warns: "Never intentionally claim items you did not have." It also says innocent mistakes on inventories are common and are not fraud (United Policyholders ↗).

Tools that can help

The NAIC offers a free Home Inventory app ↗ for Apple and Android devices. It lets you photograph belongings, group them by room or category, scan barcodes and export your list.

If you have no loss right now, make an inventory before you need one. The NAIC ↗ recommends updating it yearly and storing it somewhere outside your home, such as a safe deposit box, a relative's home or online.

Step 3: Save every receipt

Receipts turn your list into money. Keep them for:

• Emergency and temporary repairs. TDI says to save all repair receipts (TDI ↗).
• Living expenses if you have to move out. United Policyholders says to submit receipts for meals, lodging and purchases and keep copies (United Policyholders ↗). See our guide to additional living expenses.
• Replacement items. Under a replacement cost policy, you generally must replace items and send the receipts to collect the rest of what you are owed (United Policyholders ↗).

Step 4: Get written contractor estimates

Do not rely only on the insurer's estimate. Triple-I says to get written bids from licensed contractors that list materials and prices "on a line-by-line basis" (Triple-I ↗). FloodSmart suggests getting multiple written estimates and checking that the company is licensed and insured (FloodSmart ↗).

TDI notes you may want your contractor with you when the insurer's adjuster inspects, to discuss estimates (TDI ↗).

Step 5: Keep a claim diary

A claim diary is a running log of every contact about your claim. United Policyholders recommends a binder and a "claim diary," with the names, phone numbers, job titles and supervisors of everyone you speak with (United Policyholders ↗).

For each entry, write:

• Date and time
• Who you spoke with and how (phone, email, visit)
• What was said, asked for or promised
• Any deadline and the next step

After a call or meeting, United Policyholders suggests sending "a short follow-up e-mail or letter" confirming what was said or agreed. It also reminds policyholders that "everything you write and say may be noted in the insurance company's records," so keep messages short, clear and polite (United Policyholders ↗).

Step 6: Keep copies of everything

Triple-I says to keep copies of the lists and documents you send your insurer, and copies of whatever paperwork it gives you (Triple-I ↗). The NAIC ↗ says to keep all paperwork and to ask for any denial in writing.

Practical habits:

• Save a copy of every form, list, photo set and estimate before you send it.
• Print or save emails. United Policyholders specifically says to keep copies of emails (United Policyholders ↗).
• For time-sensitive letters, United Policyholders suggests certified mail so you have proof of the mailing date (United Policyholders ↗).
• Back up digital files in a second place, such as an online storage account (Triple-I ↗).

Deadlines and claim-handling rules vary by state and by policy. Check your policy and, if you are in one of these states, our pages for Florida, Texas or California.

When to get help

Many people handle documentation on their own, especially for small, simple claims. Hiring a professional costs money, and a public adjuster's fee comes out of your settlement, so it may not make sense if the insurer is already paying fairly.

For large losses, long contents lists, or a claim that is stalled or underpaid, a licensed public adjuster can take over the inventory, estimates and paperwork. If the dispute is about what your policy means or you suspect bad faith, talk to an attorney instead. Learn more in what is a public adjuster.

If you want a second set of eyes on a big claim, Get matched with a licensed public adjuster.

This guide is general information, not legal advice. Policies and state rules differ, so confirm requirements with your insurer and your state insurance department.

Frequently asked questions

Should I clean up before the adjuster comes?

Make only the repairs needed to stop more damage, and photograph everything first. TDI says not to throw away damaged items until an adjuster has seen them and not to make permanent repairs until your insurer says to.

What should I include in a contents inventory?

List each item with a description, make, model, serial number if any, approximate age, what you paid and replacement cost. Add receipts, appraisals or photos where you have them.

What if I don't have receipts?

Use what you have: older photos, bank or card statements, and your memory. Triple-I says to work from memory if records are gone. Never list items you did not own.

How many photos should I take?

There is no set number. Cover every damaged area with wide shots and close-ups, plus serial-number labels on appliances and electronics. More is usually better than fewer.

Do I need to keep a claim diary?

It is not usually required, but United Policyholders recommends one. Logging names, dates and what was promised helps you follow up and gives you a record if there is a dispute.

Should I send documents by email or mail?

Either can work. Keep a copy of everything you send. For anything with a deadline, United Policyholders suggests certified mail so you can prove when you sent it.