Filing an Insurance Claim? Here’s What to Document First

Homeownership comes with its fair share of surprises, not all of them are good. Whether it’s a burst pipe, storm damage, or an electrical fire, filing a homeowners insurance claim can quickly become overwhelming. In a stressful moment, the last thing you want is to scramble for key documents, like home inventory, receipts, your policy, and a list of what was lost.

Being prepared makes a big difference — not just in getting your claim processed quickly, but in making sure you receive the full reimbursement you’re entitled to.

Here’s what to document before and after a loss to make the claims process smoother.

Before a Claim: What to Have Ready

Think of this as your insurance prep checklist — the documentation you should have in place before something goes wrong. Being proactive can help you avoid delays, disputes, or lowball payouts.

1. Home Inventory

Create a detailed inventory of your home’s contents. This should include:

• Photos and videos of each room and close-ups of high-value items
• Descriptions of items, including brand, model, and serial number (if applicable)
• Estimated values based on purchase price or appraisals

Don’t forget to include:

• Electronics (TVs, laptops, smart devices)
• Furniture
• Kitchen appliances
• Jewelry, art, collectibles
• Tools, lawn equipment, and bikes

Tip: Update this list annually, especially after major purchases or renovations.

2. Receipts & Proof of Purchase

Hold onto:

• Receipts for big-ticket items like TVs, HVAC systems, and furniture
• Invoices from contractors for work such as roof replacements, plumbing updates, or remodeling projects
• Warranties or extended service contracts that show item value and condition

These documents verify ownership, cost, and the level of investment in your home, especially useful when negotiating replacement value with your insurer.

3. Service & Maintenance History

If damage results from system failure, having records that show you kept up with maintenance can strengthen your claim and help avoid denial.

Keep logs or receipts for:

• HVAC servicing
• Roof inspections or patching
• Plumbing repairs or drain cleanings
• Chimney sweeps or electrical upgrades

This documentation shows the damage wasn’t caused by negligence or wear and tear that went ignored.

4. Insurance Policy & Contact Information

Keep a digital and/or printed copy of your most recent homeowners insurance policy. Include:

• Your deductible amount
• Coverage limits for dwelling, personal property, and additional living expenses
• Policy number
• Claims hotline or agent’s direct contact information

Also check what’s not covered. Standard policies often exclude damage from floods, earthquakes, and sewer backups—three of the most common (and costly) disasters. To see if you're protected, review your policy’s exclusions section or ask your agent about endorsements or separate policies that may be needed based on where you live.

Tip: Store this info in an easy-to-access place, like a cloud folder or your HouseFacts account, so you’re not scrambling in an emergency.

After the Damage: What to Capture

Once everyone is safe and you've taken steps to prevent further harm, your next priority should be thorough documentation. This helps your insurance provider assess the situation quickly and accurately.

Don’t wait to report the damage.

Most policies require you to notify your insurer “immediately” or “as soon as practicable”. Waiting—even just a few days—can put your entire claim at risk. Delays are especially common after disasters when you're overwhelmed, but insurers may still deny your claim for not reporting promptly.

1. Photos and Video (ASAP)

Use your phone to document everything as soon as it’s safe:

• Wide shots of the affected rooms to give context
• Close-ups of specific damage (e.g., burst pipe, fire marks, soaked flooring)
• Capture multiple angles and timestamp your photos or videos (or save screenshots showing the time taken)

Tip: Don’t clean up until you’ve captured it all.

2. Notes About What Happened

Write down a basic account of the event:

• When and how you discovered the issue
• Any steps you took to stop or limit damage (like turning off water or power)—but be cautious. While these actions show responsibility, they can also complicate claims if they unintentionally alter or conceal the extent of the damage.
• Date and time of the incident and your response

This quick timeline helps your insurer understand the sequence of events.

3. Professional Assessments

If you call in a specialist (plumber, roofer, electrician, etc.), keep:

• Written reports or inspection notes
• Invoices or estimates for repair costs
• Photos or videos they may have taken as part of their assessment

This third-party documentation adds credibility to your claim and supports the value of the work needed.

4. Temporary Repairs & Living Expenses

If you had to make emergency repairs or temporarily move out of your home, keep detailed records. This helps ensure you’re reimbursed for out-of-pocket costs.

• Save all receipts for supplies like tarps, plywood, duct tape, or rental fans used to prevent further damage
• Take before-and-after photos of any temporary fixes you made
• Keep receipts for hotel stays, meals, or transportation if your home became unlivable

These costs may be covered under your policy’s “loss of use” or “additional living expenses (ALE)” section—so thorough documentation is key.

5. Know When to Bring in Backup

Most claims can be handled on your own, but not all of them. If things get complicated, it can be in your best interest to call in extra help.

You might want to talk to a public adjuster or an insurance-savvy attorney if:

• The damage is major, or the repairs are expensive
• You and your insurer don’t agree on what’s covered or how much it should cost
• Your claim gets denied, but you believe the damage should be covered based on your policy
• The whole process feels overwhelming or hard to manage on your own

These experts work for you, not your insurance company—and their job is to help you get the payout you deserve without all the stress.

How To Stay Ahead

Filing a home insurance claim can be overwhelming. Policies are complex, damage is stressful, and the success of your claim often comes down to how well you can prove your loss and share the right information with your insurer.

Staying organized—photos, receipts, service records, and your policy—makes the process smoother for both you and your adjuster. It protects you from delays, underpayments, and unnecessary back-and-forth.

That’s where HouseFacts comes in.

You can store your insurance policy, upload photos of your home, log repairs, and keep all your receipts in one secure place. And with smart features like:

• Video parsing to automatically pull key info from home walkthroughs
• Receipt scanning to capture costs in seconds
• Smart reminders for maintenance and policy reviews
• Instant search to quickly find documents when you need them

You’re not scrambling when something goes wrong—you’re already prepared.

Everything’s ready, right when you need it most.

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