How to Document Property Damage for a Successful Insurance Claim

So you had an incident in your home. Maybe you "overcooked" your chicken, turning it into a kitchen fire. Perhaps an old, rusty pipe finally gave in, leading to a water flood in your home. Whatever the issue, you want the problem to be fixed. But do you know what to do? Making an insurance claim is the most important step to restoring your home to normalcy.

And while whatever you do in the next 48 hours is key to restoring your peace of mind, you should avoid rushing and making costly mistakes.

As a restoration company with over a decade of experience helping thousands of neighbors, we are well-versed in working with insurance companies. In fact, we can tell you right now that most claim delays, denials, and underpayments can be traced back to one issue: insufficient documentation.

Your insurance policy is a legal contract. To get paid, you must prove your loss. Adjusters verify every detail, and photos or receipts are your best defense. This guide will walk you through the step-by-step process of documenting damage. From capturing the right photos to building your"post-loss" inventory, we will help you make a strong case for your claim.

Step 1: Document Before You Clean

The first thing most homeowners think after a disaster befalls their home is to start cleaning. While this might sound like a logical step, it's actually a mistake if you want your insurance claim to proceed smoothly. Instead, follow these steps before beginning any cleanup:

• Walk through the property and take note of every room that is affected.
• Photograph and video everything, even minor damage.
• Only begin cleanup after full documentation is done or after you have spoken with your insurance adjuster.

This move prevents the most common cause of denied claims: the lack of proof.

Step 2: Photograph and Video Everything

Your smartphone is the most powerful tool you have for documenting loss. When used correctly, it can create a detailed, time-stamped record of all the property damage. Here is how you can squeeze every bit of information from your records to make your insurance claim smoother.

Take Pictures in "Wide, Medium, and Close-Up"

1. Wide: Capture entire rooms from multiple corners to show context.
2. Medium: Focus on specific damaged items such as furniture, appliances, or walls.
3. Close-Up: Zoom in on the actual damage (water lines, soot, cracks). Include model numbers or serial numbers for electronics and use an object (like a ruler or coin) for scale.

Record a Narrative Walkthrough

Once you have taken photos, switch to video. Slowly walk through each space and describe what you see. Here is an example of what to say while you record the damage in the affected areas:

"This is the kitchen. The water came from the dishwasher. All lower cabinets are swollen, and the wood floor is buckling."

This narrated video gives your adjuster valuable context and proof that cannot be captured by still photos alone.

Step 3: Protect the Metadata

Every photo and video taken with your phone carries metadata. This is invisible information that shows the exact date, time, and sometimes location when the media was taken. This data can help you verify when the damage occurred when talking with your adjuster. Follow these best practices to protect your digital proof:

• Always use your phone's native camera app (not social media or third-party filters).
• Back up original files to a cloud service like Google Drive or iCloud immediately.
• Never edit or compress photos before submitting them for review. Many apps remove metadata, which can weaken your claim.
• When sharing, send full-resolution files via email or a secure link, rather than via text messages.

Always remember: your metadata serves as a digital fingerprint, proving that your evidence is authentic and timely.

Step 4: Build a "Post-Loss" Home Inventory

Having an inventory of your objects beforehand would be the best course of action. However, if we are to be completely honest here, no normal person carries a full inventory of everything they own in case something happens. It's just not realistic to expect such a thing. But, here is the good news: it doesn't matter when you build your inventory, so long as you make one!

It's never too late to start documenting what you own. Creating a post-loss inventory will help you get credit for every item you have lost. Follow the next tips to ensure your process goes great.

Start small

Picking among the mountain of stuff you have and that may be affecting you can feel like a daunting task. So the key is to start little by little. First, choose one room at a time, and then begin with high-value items or recent purchases.

What to include in your list

Create a spreadsheet with the following columns:

• Item description (e.g., "Samsung 55-inch 4K TV")
• Make and model number
• Serial number (if available)
• Where did you buy it
• Purchase price or estimate

As you gather receipts, appraisals, or credit card records, store them in one organized digital folder.

For a more straightforward approach, download the NAIC Home Inventory app (by the National Association of Insurance Commissioners). It guides you room by room and stores everything securely. You can also find free inventory worksheets on the Insurance Information Institute (III) website.

Step 5: Learn About the "Proof of Loss"

A common misconception is that the phone call homeowners make to the insurance company is their claim submission. This is not true at all. In reality, this is just an initial report. For your insurance policy to kick in, you must submit what is known as a "proof of loss." This is a signed, sworn document that details:

• The date and cause of the loss
• The total amount claimed
• Supporting documentation (photos, receipts, inventories)

Most policies specify you must file this document within 60 days of the insurer’s request. Missing this step gives insurers legal grounds to delay or reduce payment. For more information, we suggest verifying this date in your policy coverage and asking further questions of your insurance adjuster.

Step 6: Organize and Submit Your Documentation

Now that you have all this information, it's time to put it together into a single folder. This will facilitate communication with your insurance adjuster and, hopefully, smooth your insurance claim process. So, before submitting your claim, follow these tips:

1. Store all files in one labeled digital folder.
2. Use clear file names such as “Kitchen_WaterDamage_Photo1.jpg”.
3. Include your video walkthrough and inventory spreadsheet.
4. Send the package to your adjuster via cloud link or email.
5. Keep a backup copy for yourself.

Common Mistakes to Avoid

So, we have talked about everything you should do within the first 48 hours of an incident in your home. Here is a list of things that you need to avoid to prevent problems with your insurer:

• Throwing away damaged items. Keep everything and store it somewhere safe until your adjuster approves disposal.
• Editing or filtering photos. This can erase valuable metadata.
• Forgetting to photograph undamaged areas. These help show the boundary of the loss.
• Failing to create a written inventory. Verbal lists are unlikely to hold up in an insurance claims review.
• Waiting for the adjuster to tell you what to document. You are responsible for proving your loss. While you should leave the restoration work to the professionals, it’s best to show initiative when it comes to documentation.

Take Control of Your Recovery

After the shock of property damage, it’s easy to feel powerless. But within these first 48 hours, you have the opportunity to take control of your recovery and protect your financial future.

Now you know what the most important steps are to take to solidify your insurance claims. You also understand that most claim delays occur because homeowners fail to preserve their proof. Before you begin cleaning, gather your smartphone and start documenting right now. While you are in this process, contact a restoration company so they can start working on mitigating the damage right away.

If you are looking for an experienced, certified company, look no further! At Restore-It, we've helped hundreds of homeowners recover faster. We can even assist you with documentation! With our professional restoration support, you can rest easy knowing we will work hard to give you back your peace of mind.