When disaster strikes, whether from fire, water, wind, or winter weather, the way you document property damage can make a huge difference in how quickly your insurance claim is processed and paid. Proper documentation protects your rights, strengthens your case, and helps you recover faster with fewer headaches. Here’s a clear, practical guide to documenting damage like a pro.

1. Contact Your Insurer Right Away

As soon as it’s safe, call your insurance company or agent to report the damage. Early notification sets the claim in motion and gives you access to guidance specific to your policy.

2. Take Immediate Photographs and Videos

Use your phone or camera to capture everything:

• Wide shots of each room and damaged area
• Close‑ups of destroyed or affected items
• Structural issues, stains, cracks, holes, and debris
• Water lines on walls, soot deposits, or collapsed sections
  
  

Tip: Shoot video while narrating what you see — it adds context and timestamps important details.

3. Create a Detailed Itemized List

Document every damaged item, including:

• What it is (e.g., leather sofa, kitchen cabinets, furnace)
• Approximate age and value
• Description of damage
• Where it was located
  
  

This log becomes a key part of your claim and makes it easier for adjusters to understand the scope of loss. Excel sheets or apps designed for inventory can help you stay organized.

4. Save All Receipts and Records

Retain receipts for purchases, maintenance records, or upgrades. These help establish value and encourage fair settlement. If you don’t have original receipts, bank or credit card statements can serve as proof of purchase.

5. Protect Damaged Property

Your insurance may require you to take reasonable steps to prevent further loss (like covering broken windows or boarding up holes). Save invoices and receipts for any emergency repairs — they’re typically reimbursable.

6. Communicate Clearly with Adjusters

When an adjuster inspects your home:

• Present your photo/video documentation
• Share your itemized list and receipts
• Ask questions about what’s covered and next steps
  
  

Adjusters work for the insurer but can also clarify your coverage and timeline. Document conversation dates, names, and notes from each call.

7. Back Up Everything

Make digital copies of photos, videos, lists, and receipts — store them in cloud storage (e.g., Google Drive, iCloud, Dropbox) so they’re safe if your device is lost or damaged.

8. Keep Track of Communications

Log every phone call, email, and message with your insurer or adjuster. Include:

• Date and time
• Person you spoke with
• Summary of the discussion
  
  

This communication record strengthens your claim and helps resolve disputes faster.

Insurance Claim Tips That Get Results

• Be prompt — report damage as soon as possible
• Be thorough — document early and thoroughly
• Be organized — keep everything in one place

Paul Davis Can Help You Document Damage

Don’t face the claims process alone. Paul Davis experts are experienced in damage documentation and insurance communication. We can assist with detailed logs, professional photography of interior damage, and working with adjusters to ensure your claim reflects the full scope of loss.

Contact your local Paul Davis team today for guidance that speeds up your recovery and gets you back to normal sooner.