How to Document an Insurance Loss

Why documentation matters

Undocumented losses get underpaid. Carriers base settlements on what you can prove, not what you say. A thorough documentation package protects your full recovery and shortens the claim cycle.

Photo and video documentation

• Shoot wide, then close-up on every damaged item or area
• Enable location and date-time stamps in your camera settings
• Video walkthrough of all affected rooms or areas
• Photograph serial numbers on damaged appliances or electronics
• Document undamaged areas too — shows what pre-existed the loss

Personal property inventory

For every damaged or destroyed item, create a spreadsheet with: item description, brand/model, approximate purchase date, purchase price (or replacement cost), and current condition before the loss. Bank and credit card statements help establish purchase history.

Receipts and financial records

• Save receipts for all emergency mitigation work (water extraction, boarding up, tarp)
• Keep receipts for hotel, meals, and temporary living if displaced
• Document lost income if a business interruption claim is involved
• Save contractor bids — get at least two independent estimates

Written timeline

Write a chronological account within 24–48 hours while memory is fresh. Include: when you discovered the damage, what you did first, who you called, and the carrier's response. This becomes your claim diary and is invaluable if the claim is disputed later.

Keep copies of everything

Submit copies, not originals. Keep a complete duplicate set — ideally backed up to cloud storage. If the adjuster disputes an item, you can point to the specific evidence in your file.