How to Document a Homeowners Insurance Claim

Insurance companies decide claims based on what is in the file. A homeowner who can show what happened, what was damaged and what it will cost to fix is in a much stronger position than one relying on memory. Good documentation does not have to be complicated. It has to be complete and organized.

Start a claim file on day one

Create one folder, on paper or on your phone or computer, for everything related to the loss. Include the claim number, the adjuster's name and contact information, and a running log of every call, email and visit.

Photos and video

• Photograph every affected room from several angles before cleanup, then again during tear-out and repairs.
• Capture the source of the loss: the burst pipe, the roof opening, the fallen tree, the burned outlet.
• Photograph serial numbers and labels on damaged appliances and electronics.
• Keep the original files. Their date and time information can be useful.

Build a contents inventory

List each damaged item with a description, approximate age, where and when it was bought, and what it would cost to replace today with something of like kind and quality. Receipts help, but bank and credit card statements, online order histories and older photos of your home also show ownership. Do not leave things off because they seem small. Clothing, linens, kitchen items and tools add up.

Keep every receipt

• Emergency repairs, tarps, board-up and water mitigation
• Hotel, rental, meals and other additional living expenses
• Replacement purchases, which may be needed to recover depreciation holdbacks

Get your own estimate

The insurer's estimate is its opinion of the loss, not the final word. A detailed estimate from a reputable contractor gives you something to compare it to. Look for missing items like code upgrades, matching materials, permits, debris removal, and contractor overhead and profit.

Put important things in writing

After a phone call with the adjuster, send a short email summarizing what was discussed. Ask for denials, partial denials and requests for information in writing, along with the policy language the insurer is relying on.

Know your deadlines

Policies set time limits for notice, for submitting a sworn proof of loss when requested, and for disputing the insurer's decision. Write each deadline down as soon as you learn it, and talk to an attorney well before it arrives if the claim is in dispute.

Having trouble with a homeowners claim? Request a free claim review or call 516-844-0068.

This guide is general information, not legal advice. Your policy language and the facts of your loss control.