Documenting a Loss Properly

Strong documentation is the difference between a smooth payout and a miserable denial. Insurers rely on proof—not stories. If you document a loss the right way, you strip away their ability to question what happened, when it happened, or how severe it was.

If you don’t have a pre-loss system already, read documenting your home. It makes this entire process easier.

1. The First Rule: Capture Everything Before Touching Anything

Homeowners ruin claims by cleaning up too early. You need raw, untouched evidence of the damage as it appeared the moment you discovered it.

• Don’t move items yet
• Don’t dry anything
• Don’t throw anything away
• Don’t start repairs beyond basic mitigation

Insurance adjusters rely heavily on visual proof. If it’s not documented, they can argue it didn’t happen.

2. Take 40–60 Photos Minimum

You’re not “overdoing it.” You’re covering yourself. Insurers look at details—angle changes, lighting changes, close-ups, and wide shots.

• Wide shots showing the room or exterior area
• Medium shots showing grouped damage
• Close-ups showing texture, breaks, stains, scorch marks
• Context shots showing damage relative to surroundings
• Item tags and serial numbers when applicable

Photos create the baseline that the entire claim depends on.

3. Film a Full Video Walkthrough

A video helps establish scale, location, and severity in a way photos can’t. It also removes doubt about staging or misrepresentation.

• Walk slowly
• Describe what you’re seeing
• Show damage from multiple angles
• Include ceilings, corners, and hidden areas

If you need help creating clean, claim-friendly video evidence, review the inventory video guide.

4. Document the Cause of the Loss

Cause determines coverage. If you don’t prove the cause, insurers default to denial.

• Broken pipes → film the break and surrounding water
• Wind/hail → photograph missing shingles and debris patterns
• Fire → capture soot, burn patterns, and point of origin
• Theft → document entry points and missing items

Tie the damage to the event. Don’t leave the adjuster guessing.

5. Build a Damage Log

A simple written log strengthens your claim. It shows consistency and a clear timeline.

• Date and time the damage was discovered
• Weather conditions (if relevant)
• Steps taken to mitigate further damage
• Contractors contacted

This log turns your memory into evidence.

6. Save Every Receipt

Anything you buy to control or repair damage needs proof of cost.

• Tarp materials
• Shop vac rentals
• Cleaning supplies
• Professional mitigation invoices

These may be reimbursable depending on your policy. If you’re unsure, compare it to rules explained under deductibles.

7. Keep Damaged Items Until the Adjuster Sees Them

Throwing away items too early is insurance suicide. Adjusters need to verify physical damage.

• Store items in a garage or spare room
• Group items by type
• Label large items with tape or sticky notes

Once the adjuster signs off, then you can dispose of them.

8. Get Contractor Opinions—But Don’t Start Full Repairs

Insurers want independent confirmation of severity. A written estimate from a licensed contractor carries weight.

• Ask for itemized estimates
• Request photos included in their report
• Compare their scope of work to the adjuster’s

If the insurer lowballs you, contractor documentation becomes your leverage.

9. Store All Claim Evidence in One Place

• Create a dedicated digital folder
• Back it up to cloud storage
• Save photos, videos, logs, receipts, and estimates together

Organized evidence beats the insurer’s doubts every time.