Insurance Document Checklist

Insurance paperwork only matters on the worst day of the year—after a fire, burglary, storm, or major leak. If you can’t prove what you owned, what it was worth, and what your policy says, you’re starting that day at a disadvantage. This checklist is the short list of documents you actually need ready before you ever file a claim.

For more detail on proof and claims, see Insurance Proof and Documents, Home Inventory Checklist, and Home Insurance Renewal Checklist.

1. Core Policy Documents

[ ] Current homeowners or renters policy declaration page (shows coverages, limits, deductibles).
[ ] Full policy wording (PDF or printed—this is the fine print they quote at you).
[ ] Any riders/endorsements for jewelry, firearms, collectibles, or business property.
[ ] Contact info for your agent and the carrier’s claims department.

2. Identification and Ownership Proof

[ ] Driver’s licenses or IDs for the policyholder(s).
[ ] Mortgage statement, deed, or lease to prove you live there and have an insurable interest.
[ ] Utility bill with your name and address as backup proof of occupancy.
[ ] Photos or scans of these documents stored securely online or on an encrypted drive.

3. Home Inventory and Photos

[ ] A room-by-room inventory list—use the Home Inventory Checklist to build it.
[ ] Photos or short videos of each room, including closets, garage, and storage areas.
[ ] Close-up photos of high-value items (electronics, tools, appliances, art, instruments).
[ ] Date-stamped digital backups stored offsite or in the cloud.

4. Big-Ticket Purchases

[ ] Receipts or invoices for major electronics, furniture, and appliances.
[ ] Serial numbers for TVs, computers, game systems, and tools—photo or written list.
[ ] Appraisals for jewelry, collectibles, or rare items if required by your insurer.
[ ] Warranty paperwork and registration emails stored in one place.

5. Special Coverage Items

[ ] Detailed list of scheduled items (jewelry, art, specialty tools) with values and photos.
[ ] Copies of any separate policies (flood, earthquake, umbrella liability).
[ ] Notes on coverage limits for cash, firearms, and business equipment at home.
[ ] Documentation for anything stored offsite that you expect to be covered.

6. Repairs, Maintenance, and Upgrades

[ ] Receipts for roof work, plumbing, electrical upgrades, or remodeling.
[ ] Contractor invoices and business cards.
[ ] Before-and-after photos for major upgrades.
[ ] Inspection reports or permits for big projects (roof, foundation, HVAC, additions).

7. Claims History and Notes

[ ] Copies of any past claim paperwork and settlement letters.
[ ] Notes on what was denied or limited and why.
[ ] Claim numbers and adjuster contact info from prior events.
[ ] Any independent reports (contractor estimates, inspection photos) you used in past claims.

8. Emergency Contact and Access Info

[ ] Insurance agent direct phone and email.
[ ] Carrier claims hotline and online claim portal link.
[ ] Contact info for preferred contractors or restoration companies, if you have them.
[ ] A simple “what happened” template you can reuse to document events quickly.

9. Storage, Backup, and Access

[ ] Fire-resistant, water-resistant box or safe for physical documents.
[ ] Encrypted digital backups stored in at least two locations (cloud + external drive).
[ ] A shared access plan so a spouse or trusted family member can reach documents if you’re not home.
[ ] Printed summary sheet listing where everything is stored.

10. Annual Review and Updates

[ ] Update inventory and photos after big purchases or renovations.
[ ] Review this packet once a year—tie it to your Home Safety Annual Review.
[ ] Confirm policy numbers, limits, and contact info are still current.
[ ] Shred and replace outdated copies so you don’t grab the wrong stack during an emergency.

Insurance only works smoothly when your paperwork is squared away. Build this packet once, keep it updated yearly, and you’ll be ready to prove what you owned and what you’re owed when something actually goes wrong.