How to Document Property Loss: A Helpful Guide

As a public adjusting firm, we see it all the time: clients will come to us asking for help after their property insurance claim has been denied. When we ask them what kind of documentation they submitted of the damage, they’re often confused. “What documentation?”

Whether you take photos, videos, handwritten notes, or timestamps, documenting damage is one of the largest determiners of whether or not a property insurance claim is approved or denied. Read on to learn more about the importance of proper documentation and how to do it in a way that secures the largest possible settlement from your insurance company.

What is Proof of Loss in Insurance?

Proof of loss is a formal legal document that is submitted by policyholders to their insurance company after a covered event. It’s supposed to explain the reason for a settlement payment, and often includes information surrounding:

• Details of the loss (such as date and cause)
• What property was damaged (and the extent of the damage),
• The amount of money they are asking for as compensation.

However, proof of loss should NOT be submitted without supporting documentation. Doing so gives insurance companies the excuse they need to “doubt” your claim, which they’ll then use as justification to either outright deny it or offer you a smaller settlement sum than you deserve.

If only people would just take your word for it, right? (Then things would be a lot easier!) Unfortunately, insurance companies don’t work that way. They operate under the assumption that if there is no evidence, then it didn’t happen. That’s why thorough and timely documentation is so important.

How to Document Property Loss

There’s no denying that damage to your property is incredibly stressful! Depending on the severity of the situation, documentation is likely the last thing on your mind. However, it’s important to remember that every single detail you record will increase the likelihood your property claim will be approved.

The claims process is long and complicated, and this is done on purpose by your insurance provider to discourage you from fighting for what you deserve. Keep this at the forefront of your mind as you do the things outlined below.

Step 1: Take Pictures of Everything

Pictures are one of the quickest and easiest ways to document property loss. Nowadays, everyone has a camera right in their pocket, so get your phone out and start snapping right away. While taking pictures, remember to:

• Make sure your camera lens is clear
• Keep the lighting as bright as possible
• Capture different angles
• Time-stamp your photos (may need to turn on in settings)
• Take photos of undamaged areas for more context

If an area is deemed “unsafe”, then take photos from a distance. The more pictures you take, the better! Don’t worry about taking too many; it will be up to the insurance company to sort through everything you give them.

Step 2: Record Videos

Just like photos, videos can be another important piece of documenting property loss. While photos can be “doctored”, it’s hard to argue against a video. Walk through your property and circle all areas of damage, recording everything that might have been affected.

Although it might feel silly, try to talk over the video to narrate things you’re seeing and provide extra context. It will give a comprehensive view of the damage that your insurance company will have a difficult time arguing against. Remember to say things that relay:

• The scope of the damage. Example: “This is my basement, with two inches of standing water.”
• Functionality Issues. Example: “As you can see, the window no longer shuts since the frame got damaged.”
• Context, when needed. Example: “This broken drywall used to be the back wall of our laundry room.”

Step 3: Take Detailed Notes

After you’ve taken enough pictures and videos, it’s time to put your pen to paper! Take notes on details surrounding the damages, and record things such as:

• The date, time, and location of the incident
• The extent of the damage (as detailed as possible)
• The cause of the damage
• Witness statements and information (if applicable)
• Damaged inventory list
• Any other relevant information from that day (such as weather conditions)

It’s important to do this as quickly as possible so that everything is still fresh in your mind. You want everything to be as accurate and thorough as possible, so there is no room for doubt from your insurance company.

Step 4: Don’t Forget Item Documentation!

While the damage to structures might be your main focus, it’s also important to document any items that have been damaged or destroyed. It may help to use the table below to stay organized.

Step 5: Gather Receipts & Proof of Ownership

Unfortunately, your insurance company is not going to just take your word for it when you say you owned certain items, especially if they’re expensive or considered “high value” (such as jewelry or art). You’re going to want to gather receipts, invoices, or warranty documents. Basically, anything you can find that can serve as proof that you owned what you’re trying to claim.

What Should You Do If You Don’t Have Receipts?

If you don’t have a huge stack of receipts saved somewhere, that’s okay. Most people don’t, especially if it’s for something they bought years ago. There are a few alternative documents you can provide to try to prove ownership, such as:

• Photographs from before the damage: Try to locate any pictures taken inside your property. If a piece of furniture or a painting is in the background, it can help prove that you owned it and it was in good condition before the damage occurred.
• Credit card or bank statements: While you may not have the receipt, you can likely go back and find a bank statement showing proof of purchase.
• Manuals or packaging. In the event that you don’t have the receipt, photographs, or are having a hard time finding a bank statement, the item’s original packaging or owner’s manual can serve as proof. (Although this method isn’t guaranteed.)

Step 6: Make Sure Your Evidence is Stored Safely

Now that you have this pile of information regarding your property loss, make sure you store it properly. It helps to keep all evidence for your insurance company in one place so that nothing gets misplaced.

Utilize digital tools like cloud storage to make things easy to access, no matter where you are. And remember to make backups! The last thing you want to do is lose all your documentation and thereby potentially lose your settlement.

But What About Debris Removal?

After your property is damaged, you’ll likely be tempted to start cleaning up so your life can return to normal. Don’t! Debris tells a story about what exactly happened in the event of damage, and can therefore be the determining factor between a low settlement payment and a fair one. Delay cleaning until a public adjuster tells you to.

Suppose the debris is making your home unlivable. In that case, you will likely be able to stay somewhere for free thanks to Additional Living Expenses (ALE) coverage, which is included in your insurance policy in the event of a disaster, and covers the cost of temporary housing (like rentals or hotels), food, and transportation.

Let Fortitude Public Adjusters Help You Document Property Loss

No matter how honest and truthful a person you are, if you have no documentation of damages to your property, your insurance company is simply not going to believe you. By over-documenting your property damage, you set yourself up for success and will make the process of getting a larger settlement much easier.

However, if this process seems too overwhelming to handle on your own, then contact us today. At Fortitude Public Adjusters, we will fight on your behalf to get the proper settlement. Whether that involves combing through the fine print or gathering evidence, we’ll get you the money you deserve!