# Documenting Property Damage for a Claim How to document property damage after a loss with photos, video, written inventories, and receipts to build a claim file that supports the best possible settlement. Updated 2026-10-10. Also on the [web page](https://publicadjusters.fyi/guides/documenting-property-damage-for-a-claim). # Documenting Property Damage for a Claim The quality of your documentation is the single largest factor in the outcome of a property damage claim. Insurance adjusters work from the evidence you provide, and a thorough, organised file makes it far harder for a claim to be undervalued or denied. ## Photographs and video Start taking photos the moment it is safe to enter the property. Do not wait for an adjuster to arrive. Document everything before any cleanup, repair, or removal begins. Your photo set should cover three levels of detail: - **Wide-angle shots** of every affected room taken from multiple corners so the full layout and extent of damage are visible - **Medium shots** of each damaged item or area showing its context within the room - **Close-ups** of the actual damage, including cracks, water stains, burn marks, or broken components Open closets, cabinets, and drawers and photograph the contents. Lift rugs and photograph the flooring beneath them. If there is water damage, photograph the ceiling, walls, and floor in sequence so the path of the leak is traceable. Video footage is an excellent supplement to still photography. Walk slowly through the property, narrating what you see and noting the date and time. Upload both photos and video to a cloud service or external drive so the originals are preserved even if your device is lost or damaged. ## The written inventory A damage inventory is a room-by-room, item-by-item list of everything affected. The more specific each entry is, the harder it is for an insurer to lowball the valuation. For each item include: - Item description with brand, model, and approximate age - Date and place of purchase if known - Original purchase price or a good-faith estimate - Current replacement cost from a retailer or online listing - A brief note on the nature and extent of the damage Do not use lump sums such as "living room contents, $5,000." Adjusters will assign the lowest reasonable value to a lump sum. Itemising each piece of furniture, each electronic device, and each category of clothing forces individual valuation and typically results in a higher total. ## Receipts and proof of ownership Receipts are the strongest proof of value but not the only kind. If originals are lost, the following also work: - Credit card or bank statements showing the purchase - Photographs of the item before the loss, especially if they show it installed or in use - Serial numbers and model numbers recorded from the item or its packaging - Appraisals for jewellery, art, or other high-value items - Previous insurance appraisals or rider schedules - Online purchase confirmations or email receipts For items where no proof of ownership exists, a sworn statement in the proof of loss may be accepted, particularly for everyday household goods. Check with the adjuster about the minimum evidence they require before you close the inventory. ## Before and after If you have photographs of the property in good condition — from a housewarming party, a holiday, or a renovation — include them. A before shot of an undamaged room next to an after shot of the same room after a loss communicates scope more powerfully than any written description. ## Organising the file Present everything in a logical order. A three-ring binder or a well-named digital folder with subfolders by room or category makes the adjuster's job easier, and an easier job tends to produce a more thorough review. Include a cover sheet summarising the total claimed amount, the date of loss, and your policy number. ## What not to do - Do not discard damaged items until the adjuster has inspected them or given written permission. If an item is a health or safety hazard (sewage-soaked soft goods, fire debris, moldy material), photograph it thoroughly, keep a small sample if safe, and tell the adjuster why it had to go — documented disposal of hazardous items is acceptable - Do not make permanent repairs before photographing the damage - Do not estimate repair costs yourself and declare that as the claim amount unless you have contractor bids to back it up - Do not exaggerate damage or include undamaged items — that can lead to a denied claim or fraud investigation ## After you file Keep copies of everything you submit. If the insurer sends their own adjuster, photograph or video the inspection if allowed. Note any items they measure, skip, or disagree on. That record becomes important later if you need to dispute the settlement or bring in a public adjuster. ## Questions ### What photos should I take for an insurance claim? Take wide shots of every affected room or area, medium shots of each damaged item in context, and close-ups of the actual damage. Include the undamaged adjacent areas so the adjuster can see the full scope. ### Do I need receipts for everything I claim? You do not need receipts to file the initial claim, but they help prove ownership and value. For items without receipts, photographs, serial numbers, credit card statements, or a sworn inventory statement can serve as evidence. ### How detailed should my damage inventory be? List every damaged item separately with its approximate age, purchase price, replacement cost, and a brief description of the damage. Generic lump sums invite lower settlement offers from adjusters.