When something goes wrong at home—water spreading across the floor, smoke staining the walls, or a hidden leak that turns into mould—your brain tends to jump straight to cleanup. That’s totally natural. But if you’re planning to file an insurance claim, the smartest move you can make in the first hour is to slow down just enough to document what happened.
Good documentation does two big things: it helps your insurer understand the scope of the loss, and it protects you from forgetting details once the chaos settles. The goal isn’t to create a perfect “case file.” It’s to capture clear, consistent proof of damage, the likely cause, and what it will take to repair or replace what was affected.
This guide walks you through a practical, step-by-step way to document property damage using photos, videos, lists, and simple notes. It’s written for real life: dim basements, soggy carpets, stressed-out families, and the reality that you may be doing this on your phone while coordinating repairs.
Before you grab your phone: safety and quick decisions that affect your claim
Documentation should never put you in danger. If there’s an active hazard—standing water near outlets, a ceiling that looks like it could collapse, or smoke still in the air—prioritize safety and call the right help first. If emergency services tell you to leave, leave. You can document from outside, or once it’s safe to return.
That said, many claims get complicated because the first actions weren’t recorded. If you need to shut off water, turn off power, or move items to prevent further damage, do it—but try to capture a few quick “before” shots first. Even 60 seconds of photos can make a big difference later.
If you’re dealing with water, smoke, or mould concerns and you’re unsure what’s safe, it can help to get professional guidance early. Some homeowners choose to call restoration pros at PuroClean in Oakville to help stabilize the situation while also supporting the documentation process with industry-standard notes and moisture readings.
Build a simple timeline: the backbone of strong documentation
Insurance adjusters love clarity. You don’t need fancy language—you just need a timeline that makes sense. Start a note on your phone titled something like “Kitchen leak claim – timeline” and add entries as you go.
Include the date and time you discovered the damage, what you noticed first, and what you did immediately (shut off water, moved furniture, called a plumber, etc.). If someone else was involved—tenant, neighbour, contractor—note their name and what they observed.
As the situation changes, keep adding short updates. For example: “3:15 pm – water reached hallway baseboards,” or “Next morning – musty smell in closet; found damp drywall.” These small details help connect cause and effect and can prevent disputes later.
How to take photos that actually help your insurance claim
Most people take photos that are either too close, too blurry, or missing context. The trick is to capture the story of the damage: where it started, how far it spread, and what it affected.
Use a three-layer approach: wide shots, mid-range shots, and close-ups. Wide shots show the room and orientation (walls, windows, doors). Mid-range shots show the damaged area in relation to nearby features (appliances, vents, trim). Close-ups show texture and severity (bubbling paint, char patterns, water lines, cracked tiles).
Also, take photos from multiple angles and heights. A stain on a ceiling might look minor from one corner and severe from another. The more consistent your coverage, the less likely you’ll be asked to “go back and re-photograph” later—which can be impossible after cleanup starts.
Wide shots: prove the location and scope
Start at the entrance of each affected room and take a wide photo facing in. Then rotate and take photos of each wall. If the damage is in a basement, include the stairs and any nearby mechanicals (water heater, sump pump, furnace) in at least one wide shot so the adjuster understands the layout.
If multiple rooms are involved, take a wide shot that shows how they connect—like the hallway between a bathroom leak and the bedroom carpet. These “bridge photos” are surprisingly helpful when you’re later explaining how water traveled.
Don’t worry about making the room look tidy. In fact, the lived-in reality can help demonstrate what was stored where and what was impacted. Just avoid including sensitive personal information (mail with addresses, passports) in the frame if you can.
Mid-range shots: connect damage to a source
Mid-range photos are where you start telling the “why” and “how.” If a pipe burst, photograph the pipe in relation to the water-stained drywall or the soaked cabinet below. If a window leaked during a storm, capture the window frame and the water track down the wall.
Try to include recognizable reference points: a light switch, a vent, a door frame, the edge of a countertop. This helps show scale without needing special tools.
If you can safely do so, photograph any visible cause: a failed supply line, a cracked toilet tank, a roof shingle missing, or a charred outlet. Just don’t dismantle anything for the sake of photos—your insurer may want to see the condition as-is.
Close-ups: capture texture, severity, and “proof marks”
Close-ups should show the details that might disappear after drying or cleaning. Think peeling laminate, swollen baseboards, soot patterns, blistered paint, rusted fasteners, or mould growth (if visible). Make sure your camera focuses—tap the screen where you want the focus point to be.
For scale, place a common object next to the damage: a coin, a ruler, or even a sticky note with the date written on it. The goal is to show size clearly without guessing later.
If you’re photographing electronics, open drawers, or damaged contents, take close-ups of model numbers and serial numbers when possible. Those little labels can speed up reimbursement and reduce back-and-forth.
Video walkthroughs: the fastest way to capture “everything”
Photos are great, but video can fill in the gaps. A slow walkthrough gives an adjuster a sense of flow and context that still images sometimes miss. It also helps you remember what you saw in the moment.
Start recording outside the room and narrate what you’re looking at: “This is the upstairs bathroom. Leak appears to be under the sink. Water traveled into the hallway.” Keep it simple and factual—no need to assign blame or guess at coverage.
Move slowly, pause on damaged areas, and pan to show nearby unaffected areas too. Showing what isn’t damaged can help define the boundary of the loss.
Tips to keep your video usable (and not dizzy)
Hold the phone with two hands and walk slowly. If you have a wide-angle lens option, use it for tight spaces like bathrooms and closets. Keep the camera level—tilting up and down too quickly makes footage hard to watch.
Turn on lights and open curtains if it’s safe. Low light creates grainy video that hides detail. If power is out, use a flashlight but try not to “wash out” the area by shining directly at reflective surfaces.
At the end of the video, do a quick “detail sweep” of key items: damaged flooring transitions, baseboards, lower cabinets, and any visible water lines. Those are common dispute points later.
Create an inventory list that an adjuster can actually work with
One of the most time-consuming parts of a claim is listing damaged contents. The better your list, the easier it is to get fair reimbursement. The goal is to describe items clearly enough that someone who has never been in your home can understand what was lost.
Start by dividing your inventory by room. Then list items in that room that are damaged or potentially impacted. If you’re not sure whether something is salvageable (like a rug, upholstered chair, or a box of books), list it anyway and mark it as “pending.”
For each item, include: description, brand, approximate age, purchase price (if known), and a link or screenshot showing a comparable replacement. If you have receipts, great—but don’t panic if you don’t. Many people rebuild proof using bank statements, email order confirmations, or photos that happened to capture the item in the background.
A simple inventory format you can copy
Here’s a practical template that works well in a spreadsheet or notes app:
Room | Item | Brand/Model | Approx. age | Condition before loss | Damage notes | Replacement cost (estimate) | Proof (photo/receipt)
When you’re stressed, consistency is your friend. Even if you can’t fill every column perfectly, having the structure keeps you from missing big categories like linens, pantry items, kids’ gear, and tools.
Don’t forget the “boring” items that add up
People often remember TVs and laptops but forget the everyday things: shower curtains, towels, bedding, cleaning products, small appliances, and pantry food. If you had to throw out anything due to contamination (smoke smell, sewage water, mould), list it.
If you’re dealing with a kitchen loss, include utensils, pots, and pantry staples. If it’s a basement, include storage bins, seasonal décor, sports equipment, and workshop supplies. Those categories can add up quickly.
When in doubt, take a photo of the room and then build the list from the photo later. That’s often faster than trying to remember everything on the spot.
Document the damage to the building itself (not just your stuff)
Claims aren’t only about contents. The building materials—drywall, insulation, flooring, cabinetry, trim, and sometimes structural components—are often the biggest cost. Documenting these well helps ensure the scope of repair is accurate.
Photograph damaged surfaces in a way that shows boundaries: where the wet drywall ends, where the soot stops, where the flooring buckles. If water wicked up a wall, capture the water line and measure the height if possible.
If you can safely use a tape measure, include measurements in photos: the length of damaged baseboard, the area of affected flooring, or the height of staining. Measurements help contractors estimate and can reduce disagreements about quantities.
Moisture, drying, and why “it looks fine now” can be misleading
Water damage is tricky because surfaces can look dry while moisture remains inside materials. If you have access to a moisture meter, you can record readings (date, time, location) and photograph the meter display next to the wall or floor.
If you don’t have a meter, you can still document signs of lingering moisture: musty odor, cool damp spots, swelling, warping, or staining that grows over time. Take repeat photos from the same angle each day for a few days—those comparisons can be very persuasive.
Keep any drying equipment receipts if you rent fans or dehumidifiers. If a restoration company sets up drying, ask for a copy of their drying log or daily moisture readings if available.
Smoke and soot: capture patterns before you wipe anything
With smoke damage, the impulse is to start wiping immediately. But soot patterns can show where the fire originated and how smoke traveled. Photograph soot on ceilings, around vents, above doorways, and on window coverings.
Also photograph any items that smell strongly of smoke even if they don’t look damaged. Odor can be a legitimate part of the loss, and photos of affected textiles and porous materials help support that.
If your situation involves significant smoke or fire impact, professional help can make a big difference in both safety and documentation. Many homeowners in the area look for support with fire cleanup and recovery so the property can be stabilized while evidence of damage is still clear.
Keep damaged items (when you can) and label what you remove
One common claim problem: items get thrown out before anyone documents them. Sometimes you have no choice—especially with contaminated materials—but whenever possible, keep damaged items until the adjuster says you can dispose of them.
If you must remove items for health reasons or to prevent further damage, take photos first and then label what you removed. Even a quick note like “Bag 1: soaked towels from upstairs bathroom; Bag 2: warped laminate planks” can help later.
If you’re moving items to a garage or storage, photograph the items in place before moving them, then photograph them again in their new location. This creates a clear chain of custody and reduces confusion about what was originally damaged.
Bag-and-tag for small items
For smaller contents (toys, toiletries, pantry items), consider a simple bag-and-tag method. Put items in clear bags, label them with the room name and date, and take one photo of the bag’s contents with the label visible.
This works especially well for water losses where a lot of “small stuff” gets ruined quickly. It also helps if you need to show that items were discarded due to contamination rather than convenience.
Store bags somewhere safe and out of the way until you get guidance from your insurer. If odor is an issue (smoke or mould), store items in sealed containers to prevent cross-contamination.
Write down conversations, claim numbers, and decisions as they happen
Insurance claims involve a lot of phone calls. Details can blur quickly, especially if you’re juggling contractors, family, and work. Keep a running communication log with dates, times, names, and what was agreed.
Include your claim number, the adjuster’s name, and any deadlines you’re given. If someone says, “Go ahead and start drying,” or “Send photos by Friday,” write it down.
If you receive instructions verbally, it’s smart to follow up with a short email summarizing what you understood. It doesn’t need to be confrontational—just clear: “Per our call today, I will begin removing wet carpet to prevent further damage.”
Track expenses from day one (even small ones)
Many policies cover reasonable emergency expenses, but you need proof. Save receipts for things like tarps, shop vac rental, fans, dehumidifiers, bottled water, and even meals if you’re displaced (depending on coverage).
Take a photo of every receipt as soon as you get it. Receipts fade, get lost, and end up in pockets. A quick snapshot plus a note like “temporary supplies” keeps everything organized.
If you pay contractors, keep invoices and proof of payment. If you do work yourself, track hours and materials—even if the insurer won’t reimburse labor, the timeline and materials can support the scope of loss.
When mould is involved: document carefully without making it worse
Mould is one of those topics that can make a claim feel intimidating. The key is to document what you see and smell, note the suspected moisture source, and avoid disturbing the area unnecessarily. Scrubbing or tearing out materials can release spores and also remove evidence of the extent of growth.
Photograph visible growth from a few distances (wide, mid, close). Note where it appears (behind a couch, along baseboards, inside a closet) and any conditions you noticed (recent leak, high humidity, condensation on windows).
If you have health symptoms that seem connected (coughing, headaches, irritation), it’s worth noting in your timeline. You don’t need to diagnose anything—just record what you experienced and when.
Get professional assessment when the situation is unclear
Sometimes what looks like mould is dirt, and sometimes mould is hidden behind walls. If there’s a persistent musty smell, recurring moisture, or visible growth spreading, professional remediation can help protect your home and provide documentation that insurers often take seriously.
In Oakville, some homeowners seek complete mould removal Oakville services so the affected areas can be assessed, contained, and remediated with proper reporting and moisture control.
Whether you hire a specialist or not, avoid painting over suspected mould or using bleach as a “quick fix.” Those approaches can complicate both health and documentation, and they don’t address the underlying moisture.
Smart ways to organize your files so you don’t drown in paperwork
You’ll likely end up with dozens (or hundreds) of photos, plus videos, receipts, emails, and contractor notes. A little organization upfront saves hours later.
Create a folder on your phone and in cloud storage (Google Drive, iCloud, Dropbox—whatever you use) labeled with the date and claim type. Inside it, make subfolders like “Photos – kitchen,” “Videos,” “Receipts,” “Contractor quotes,” and “Adjuster correspondence.”
Rename key files with simple labels: “Basement_wall_stain_2026-02-23.jpg” or “Receipt_dehumidifier_rental_2026-02-24.jpg.” You don’t have to rename everything, but doing it for the most important items makes them easy to find when someone asks for “the photo of the ceiling stain before you removed the drywall.”
Use checklists to stay calm and consistent
When you’re stressed, checklists are a lifesaver. Create a “room checklist” you can reuse: wide shots, each wall, ceiling, floor, close-ups, contents, serial numbers, and any suspected source.
Also create a “paperwork checklist”: claim number, adjuster contact, emergency mitigation receipts, contractor estimates, and your inventory list.
As you complete each piece, mark it off. This turns a messy situation into manageable steps and reduces the chance you’ll forget something important.
Working with contractors and adjusters: how to document estimates and repairs
Once the immediate emergency is under control, you’ll likely get repair estimates. Documentation here matters because estimates can vary widely depending on what the contractor includes (demolition, disposal, drying time, material matching, code upgrades).
Ask each contractor for a written estimate that lists line items and quantities where possible. If they mention hidden damage risks—like wet insulation behind a wall—ask them to note that as an allowance or contingency item.
Photograph the property again before any demolition starts. Then photograph during demolition if new damage is revealed (like wet framing, mould behind drywall, or charred insulation). Those “behind the wall” photos can be critical if the scope expands.
Keep a change log as the repair scope evolves
Repairs rarely go exactly as planned. Maybe the flooring is discontinued, or the water damage extends farther than expected. Keep a simple change log: date, what changed, why, and any supporting photos.
If you’re asked to approve additional work, request that the contractor documents the reason in writing. This helps you explain the change to the insurer without relying on memory.
When repairs are complete, take “after” photos from the same angles as your “before” photos. It’s satisfying, but it’s also useful if questions come up later about what was repaired.
Common documentation mistakes that slow down claims (and how to avoid them)
Even careful homeowners can accidentally create gaps in documentation. The good news: most mistakes are easy to avoid once you know what they are.
One big issue is starting cleanup too soon without enough photos. Another is taking only close-ups without wide shots that prove location. A third is forgetting to document undamaged areas, which can help define boundaries and show that you’re not claiming unrelated issues.
Also, avoid guessing in writing. Statements like “this has been leaking for months” can cause trouble if you’re not sure. Stick to what you observed: “I noticed staining today; last time I was in this room was two weeks ago and I did not notice staining then.”
Over-editing photos and using filters
It’s tempting to brighten photos or use filters so the damage “shows up better.” Try not to. Edited images can raise questions about accuracy. Instead, take multiple photos with and without flash, and adjust your angle to reduce glare.
If your phone has a “live” mode or stores metadata, keep originals. If you must annotate, do it on a copy and keep the original file untouched.
For dark areas, use a flashlight to add light indirectly and take several shots. One of them will usually capture the detail you need without heavy editing.
Not documenting temporary repairs
Temporary repairs—like tarping a roof or shutting off a leaking valve—are often necessary and may even be required to prevent further damage. But if you don’t document them, it can look like the damage was smaller than it really was.
Before you tarp, photograph the exposed area. After you tarp, photograph the tarp in place. Keep the receipt and note who did the work and when.
This shows you acted responsibly while still preserving evidence of the original problem.
A practical “first 60 minutes” plan you can follow during an emergency
If you’re in the middle of a stressful situation and just want a clear plan, here’s a simple approach for the first hour after you discover damage.
Minutes 1–10: Make it safe. Shut off water if needed. Turn off power if there’s water near electrical. Evacuate if there’s smoke or structural risk. Take 5–10 quick wide shots if it’s safe.
Minutes 10–30: Do a room-by-room photo sweep (wide, mid, close). Take one video walkthrough with narration. Start your timeline note with the discovery time and what you observed.
Minutes 30–60: Prevent further damage (move items, place towels/buckets, start drying if appropriate). Save receipts. Begin a rough contents list for the most obviously damaged items. Contact your insurer or agent to open the claim when you can.
Getting the most out of your documentation without turning it into a second job
It’s easy to overthink this. You don’t need perfect lighting, professional equipment, or a 20-page report. You just need a clear record that shows what happened, what was affected, and what you did to protect the property.
If you do one thing well, make it consistency: document each affected space the same way, keep your timeline updated, and store everything in one place. That alone puts you ahead of most claims.
And remember: you can keep documenting as you go. Damage evolves—materials dry, stains spread, odors become obvious, hidden issues appear. A few minutes a day for the first week can make your claim smoother and help you feel more in control while you get your home back to normal.
