How Do I Document Property Damage for an Insurance Claim?
Photograph and video everything before you touch it, build a room-by-room inventory, keep every receipt, and put all communication in writing. Carriers pay what is proven. Start with wide shots of each room, then close-ups of each damaged item and surface, then video with narration. Save damaged materials where safe, log every phone call with date and name, and keep mitigation invoices separate from repair estimates. Call 516-410-0164 for a free claim review.
5 min to read
•Written by: Kevin Godfrey, President, Long Island Public Adjusters, LLCNYS Public Adjuster License #: PA-1156995
Key takeaways
- •Photograph and video before any cleanup or demolition.
- •Build a room-by-room inventory with age, cost, and brand where known.
- •Log every call and confirm every important conversation in writing.
Do this first, before cleanup
- Wide photograph of every room from two corners
- Close-ups of each damaged surface, item, and serial or model plate
- Slow narrated video walkthrough with the date spoken aloud
- Photograph the source of the loss - the failed pipe, the roof opening, the burn origin
- Moisture readings if you have or can borrow a meter
Build the inventory
For each item: description, brand, model, age, original cost, and where you bought it. A spreadsheet with a photo reference number per row is enough. Contents claims stall more often over inventory gaps than over coverage.
Keep these records
- Mitigation and emergency service invoices
- Temporary housing, food, storage, and pet boarding receipts
- Contractor estimates, permits, and invoices
- Every letter, email, and text with the carrier
- A call log: date, time, name, what was said
Put it in writing
After any significant phone call, send a short email summarizing what was agreed. If the carrier requests documents, respond in writing with a list of what you sent and the date you sent it.
For official guidance on property insurance and claim rights, visit the New York State Department of Financial Services.
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