How to document property damage

Make the record easy to follow

Useful claim documentation connects an observation to a place, date, and source. Start with a simple room-by-room inventory. Describe what you can see, and distinguish your observations from a contractor's or specialist's conclusions. Do not guess at the cause or date of damage.

Photograph context and detail

• Take a wide photograph showing the room or building area, then closer photographs of each affected item.
• Label the location and retain original files with their dates; keep edited copies separate.
• Include dimensions when they can be measured safely and accurately.
• Preserve before-loss images, maintenance records, and relevant prior repair information.

Never climb, enter an unsafe room, or handle electrical hazards for a photograph. Tell the reviewer which areas could not be accessed.

Keep the financial and work records together

Save estimates, invoices, receipts, contracts, and descriptions of emergency or temporary work. Note whether an amount is a quote, an invoice, or a payment. Keep personal property, building repairs, and temporary living expenses separately identifiable.

Record when documents were sent, to whom, and through which channel. Retain the insurer's requests and your responses so a later reviewer can follow the sequence.

Preserve what is available

Ask the insurer what it needs to inspect before permanent repair or disposal, while taking necessary safety and mitigation measures. If an item must be removed for health or safety, document it as thoroughly as circumstances allow. Missing evidence should be explained, not recreated.

Use the claim filing guide for the reporting steps. For a Care Claims review, submit a claim assessment request; keep policy numbers and private documents out of public comments or social media.