Documentation
How to Document Property Damage for an Insurance Claim
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Disclaimer: AK Claims provides general educational information only. It is not legal, financial or insurance advice, and AK Claims is not an insurance company, adjuster or law firm. Your policy language controls. For advice about your situation, consult a licensed Alaska attorney, a licensed adjuster or the Alaska Division of Insurance.
Good documentation is the most useful thing you can bring to an insurance claim. Clear photos, a detailed inventory, receipts and a written record of every conversation make it easier for an adjuster to understand your loss and harder for anything to be overlooked or disputed.
How do I document damage for an insurance claim?
Before cleaning up, photograph and video all damage from wide angles and close up, list every damaged item with its age and value, keep damaged items until the insurer says otherwise, save every receipt, and log every communication with your insurer in writing.
Photos and video
- Start wide, then go close. Show each room from the doorway, then each damaged area, then details.
- Show scale. Include a tape measure or ruler for cracks, water lines and holes.
- Capture labels. Photograph brand and model tags on appliances, electronics and furniture.
- Record the source. The burst pipe, roof hole, fallen tree or impact point.
- Narrate video. Walk through slowly, saying the date, location and what you're showing.
- Keep originals. Don't edit or filter images. Back up files to cloud storage or another device; original files usually retain date and time data.
- Follow up. Photograph again as repairs uncover hidden damage, such as when drywall or flooring is removed.
Build a contents inventory
For personal property, insurers typically ask for a list of damaged or lost items. A spreadsheet works well:
| Column | What to include |
|---|---|
| Item | Specific description, such as "Sectional sofa, 3-piece, gray fabric" |
| Room | Where it was |
| Brand / model | From tags, manuals or photos |
| Age | Approximate year purchased |
| Original cost | From receipts, bank or card statements, or online order history |
| Replacement cost | Current price of a comparable new item, with a link or screenshot |
| Condition / notes | Before the loss, and how it was damaged |
| Evidence | Photo file names, receipt references |
Online order histories, credit card statements, warranty registrations and old photos from family events can help establish what you owned. Go room by room, including closets, the garage, the shed and storage areas.
Keep damaged property, if you can
Insurers may want to inspect damaged items. Don't throw anything away until the adjuster has seen it or confirmed in writing that you can dispose of it. If health or safety requires disposal (for example, sewage-soaked carpet or spoiled food), photograph it thoroughly first and keep a sample if practical.
Save every receipt
- Emergency repairs and supplies (tarps, plastic, fans, dehumidifier rental)
- Water mitigation and cleaning companies
- Hotel, rental, meals and mileage above your normal costs while displaced
- Storage and moving costs
- Inspection and engineering reports
- Permanent repair invoices, needed to recover withheld depreciation on many policies
Keep a claim diary
Write down every contact with your insurer and contractors: date, time, name, what was said and what was promised. Follow important phone calls with a short email confirming what you understood.
Keep copies of everything you send and receive, including letters, emails, estimates, photos and the proof of loss. Ask the insurer for a complete copy of your policy and the adjuster's estimate. A simple folder for paper and one for digital files keeps everything together.
Before a loss: create a home inventory now
The easiest claim is one where you documented your home before anything happened. Once a year, walk through your home recording video of each room, open closets and drawers, and photograph valuables and serial numbers. Store copies off-site or in the cloud. Also photograph the exterior, roof, foundation and any existing cracks. This is especially useful in Alaska, where earthquake claims can turn on whether damage is new.
Working with the adjuster
- Be present during inspections and point out all damage.
- Share your documentation and ask what else they need.
- Ask for the adjuster's estimate in writing and compare it with your contractor's.
- Stay factual and polite; keep emotional details for people who can help you through them.
If you disagree with the result, your documentation becomes the foundation of any appeal. See claim disputes and the Division of Insurance.
Frequently asked questions
Should I throw away damaged items after a loss?
Not until the insurer has inspected them or approved disposal in writing. If you must discard items for health or safety reasons, photograph them thoroughly first.
What if I don't have receipts?
Use bank and credit card statements, online order histories, photos, manuals and warranty cards. Insurers often accept reasonable evidence of ownership and value.