When something goes wrong at home—water pouring through a ceiling, smoke staining the walls, or a sudden freezer leak that turns your basement into a shallow pool—your brain immediately jumps to the big questions: “Is everyone safe?” and “How bad is this?” Right behind those comes the not-so-fun one: “How do I prove all of this to my insurance company?”
Documentation is the difference between a smooth claim and a frustrating back-and-forth. It’s also the part most people do in a rush, while stressed, tired, and trying to keep damage from spreading. The good news: you don’t need fancy gear or an expert eye. You just need a simple system for photos, notes, and organization—plus a clear idea of what insurers typically want to see.
This guide breaks down exactly how to document property damage for insurance, what to capture (and how), what to write down while it’s fresh, and the common mistakes that can slow down or reduce a payout. It’s written for real-life situations—because damage never happens on a calm Saturday when you have unlimited time.
Start with safety and stabilization (without erasing evidence)
Before you touch your phone camera, make sure the scene is safe. If there’s active water near electrical outlets, a strong gas smell, sagging ceilings, or heavy smoke residue, your priority is getting people out and calling the right emergency help. Documentation is important, but it’s never worth an injury.
Once you’re safe, the next step is “stabilize without scrubbing.” Insurers expect you to take reasonable steps to prevent further damage—like shutting off a water valve, placing buckets under a drip, or boarding a broken window. What they don’t want is a full cleanup that removes the evidence before it’s recorded. Think of it as pausing the problem, not erasing it.
If you need professional help quickly, it’s fine to call emergency restoration services to stop damage from spreading. The key is to document first when you can (even a quick 2–3 minutes of wide shots), then let the pros do what they do best—mitigation, drying, and securing the property.
How to take insurance-ready photos that actually help your claim
Photos are the backbone of most property claims, but not all photos are equally useful. A blurry close-up of a wet patch might prove something happened, but it may not show scope, location, or severity. The goal is to create a visual story: where the damage is, how far it spread, and what it affected.
Use your phone if that’s what you have. Just slow down and shoot with intention. You’re building a “before the cleanup” record that an adjuster can understand even if they visit days later.
Think in layers: wide, medium, close-up
Start with wide shots that show the entire room from multiple corners. These establish context—what room it is, what surfaces are impacted, and how damage relates to doors, windows, vents, and furniture. If it’s a multi-room event (like water traveling under flooring), take wide shots of every affected area, even if one room looks “less damaged.”
Then move to medium shots: the damaged wall section, the ceiling area around a leak, the cabinet run under a sink, the portion of carpet that’s soaked. Medium shots help confirm scale and boundaries.
Finally, take close-ups for detail: bubbling paint, soot patterns, warped baseboards, cracked tiles, delaminated flooring, rusting fasteners, and any visible mold-like growth. Close-ups are strongest when they’re paired with a scale reference (more on that below).
Use simple scale references (and avoid confusing ones)
Insurance documentation gets easier when the adjuster can tell how big something is. You don’t need a ruler in every shot, but it helps to include a common item for scale—like a coin, a standard sheet of paper, or a tape measure.
Try to keep the scale reference consistent and obvious. A tiny object placed far from the damaged area can be misleading. If you use a tape measure, capture the numbers clearly in the same plane as the damage (not angled away).
For larger areas—like flood lines on drywall—photograph the tape measure running vertically from the floor to the high-water mark. That one image can save a lot of debate later.
Capture identifiers: room labels, serial numbers, and “what this is”
Some photos look dramatic but don’t explain what you’re looking at. Help your future self (and the adjuster) by adding identifiers. Photograph the doorway with a room sign you make on paper (“Basement bedroom”), then photograph the damage inside that room. This is especially useful if you have multiple similar rooms.
For appliances, electronics, and HVAC equipment, take photos of the model and serial number labels. These are often needed for valuation and replacement. If a sump pump failed, capture the unit, its label, and the water level or the area it impacted.
If you’re documenting fire or smoke damage, take photos that show where the fire started (if known), the path of smoke, and any affected ventilation areas. Smoke can travel far beyond the burn area, and photos help explain why multiple rooms need attention.
Video walkthroughs: the easiest way to show “scope” fast
Photos are essential, but a single video walkthrough can connect all the dots. It shows how rooms link together, how water traveled, or how smoke residue appears across multiple surfaces. It also captures the “feel” of the damage—like squishing carpet, dripping sounds, or visible haze.
Keep it simple: one slow, steady walkthrough per floor is usually enough. Narrate as you go, but don’t overthink it. You’re not making a documentary—you’re leaving a time-stamped record.
How to film a walkthrough that adjusters can follow
Start outside: show the address number (if visible), then the exterior damage if relevant (roof shingles missing, broken window, downspout overflow, ice damming). Then move inside and film each affected room from the doorway before stepping in.
Pan slowly. Fast movements make video hard to interpret. If you need to show a detail, stop moving and hold the camera steady for a few seconds. If your phone supports it, record in 1080p so details like staining and texture changes are visible.
As you narrate, stick to observable facts: “Water is coming from under the dishwasher,” “The ceiling is stained near the light fixture,” “This closet smells smoky.” Avoid guessing the cause unless you’re sure, because cause can affect coverage.
Don’t forget the “pre-mitigation” moment
Many people only remember to film after they’ve already moved furniture, pulled up rugs, or started drying. If you can, grab a quick 30–60 seconds as soon as you notice damage. Even a short clip can confirm how things looked before emergency steps were taken.
If restoration pros arrive quickly, film again right before they begin work. That helps show why mitigation was necessary and what condition the property was in at handoff.
And yes—film the moisture meters or thermal imaging screens if the technicians are using them and they’re comfortable with you recording. It can help demonstrate hidden moisture behind walls or under flooring.
Notes that strengthen your claim: what to write down (and when)
Photos show what happened. Notes explain the timeline and decisions. In many claims, the timeline matters as much as the damage—especially for water. Insurers often ask when you first noticed the issue, when you took action, and what steps you took to reduce further damage.
Use whatever is easiest: a notes app, a paper notebook, or a dedicated claim document in Google Docs. The important part is capturing details while they’re fresh.
Build a simple timeline: discovery, actions, and changes
Start with the moment you discovered the damage. Write the date and approximate time. Then list what you saw and where: “8:10 a.m. – noticed water dripping from kitchen ceiling near the vent.”
Next, note what you did: shut off the water, called a plumber, moved furniture, placed towels, turned off power to a room (if needed), or contacted your insurer. Add times if you can. This shows you acted responsibly to prevent the situation from getting worse.
Finally, note changes: “Water spread into dining room by 9:00 a.m.” or “Odour became noticeable in hallway by evening.” These details help explain the scope and can support why additional rooms or materials required attention.
Track every conversation (yes, every one)
Insurance claims involve multiple people: the first call center representative, an adjuster, possibly a field inspector, contractors, and restoration teams. Keep a running communication log with names, phone numbers, dates, and what was said.
When someone gives you instructions—like “don’t dispose of damaged items yet” or “submit receipts through the portal”—write it down. If you later get conflicting advice, your notes help you clarify what happened.
If you’re emailing, save everything in a single folder. If you’re using a claim portal, screenshot key messages in case access changes later.
Document expenses and “extra living” impacts as they happen
Many policies include Additional Living Expenses (ALE) if your home becomes unlivable. That might cover hotel stays, meals above your usual spending, laundry, pet boarding, or temporary rentals. But it’s hard to recreate those costs from memory weeks later.
Start a simple spreadsheet: date, vendor, reason, amount, and payment method. Take photos of receipts right away. If you’re displaced, also note why: “No running water,” “Kitchen unusable,” “Smoke odour in bedrooms,” etc.
Even if you’re not displaced, track out-of-pocket costs like fans, dehumidifier rentals, or supplies used to prevent further damage. Insurers often reimburse reasonable mitigation expenses—especially when you can show they were necessary.
Creating a damage inventory that won’t make you miserable
After the initial shock, the next big task is listing what was damaged. This can feel overwhelming, especially if multiple rooms were affected. The trick is to break it into small pieces and focus on clarity over perfection.
A good inventory answers three questions: what was it, how old was it, and what would it cost to repair or replace it with something similar today.
Room-by-room lists beat “big master lists”
Start with one room. List items in categories: furniture, electronics, clothing, décor, tools, kids’ items, etc. For each item, write a brief description: brand, size, material, and any special features.
Example: “IKEA Kallax shelf unit, white, 4×4 cubes” is much better than “shelf.” For electronics: “Samsung 55-inch TV, model UN55…” is better than “TV.”
Then move to the next room. This approach keeps your brain from melting and helps ensure you don’t forget closets, storage rooms, or the garage—areas that often have significant value.
Use “good enough” proof of ownership
People worry they need receipts for everything. Receipts help, but they’re not the only proof. Credit card statements, online order histories, warranty registrations, user manuals, and even old photos where the item appears in the background can support ownership.
If you have product boxes with labels (common for electronics), photograph them. If you registered products online, take screenshots of your account pages. If you can find the item on a retailer website, save the listing or a comparable example showing current pricing.
Don’t throw out damaged items until your insurer says it’s okay—or until the adjuster has seen them—unless there’s a health hazard. If you must dispose of something (like soaked insulation or spoiled food), photograph it thoroughly first and note why it had to go.
Separate “repairable” from “total loss” items
Not everything damaged is automatically garbage. Some items can be cleaned, restored, or repaired. Others are technically salvageable but not worth the cost. Your inventory should reflect what’s realistically repairable.
For example, smoke residue on hard surfaces might be cleanable, while smoke odour embedded in porous materials (like mattresses or upholstered furniture) may require specialized treatment or replacement. Water-damaged particleboard furniture often swells and loses structural integrity, even if it dries.
If a restoration professional gives you guidance on what’s salvageable, note it. It helps align expectations and can reduce disputes about whether an item should be cleaned versus replaced.
Water, fire, and smoke: documentation tips that differ by damage type
Not all property damage behaves the same way. Water spreads and hides. Fire burns visibly, but smoke travels and lingers. The best documentation approach changes slightly depending on what happened.
Below are practical tips tailored to common scenarios so your evidence matches what insurers and adjusters typically need to evaluate.
Water damage: show the path, the source, and the hidden spread
For water claims, insurers often focus on source and duration. Document the suspected source: a supply line, a drain backup, an appliance leak, a roof entry point, or a foundation seepage area. Photograph the area before anything is moved, if possible.
Then document the path water took. Water can travel along joists, under flooring, and behind baseboards. Photograph staining, swelling, and buckling. If you can safely lift a corner of flooring or remove a baseboard (only if appropriate), photograph moisture underneath.
If you bring in professionals for drying and repairs, keep copies of moisture readings, drying logs, and scope notes. If you’re dealing with a bigger event and need after-flood restoration, ask for a clear summary of affected materials and the steps taken to mitigate further damage—this kind of documentation can be very helpful when aligning the restoration scope with the insurance scope.
Fire damage: document structural impact and the “blast radius” of soot
With fire damage, it’s easy to focus only on the burned area. But insurers also need to understand heat impact, water used to extinguish the fire, and smoke/soot spread throughout the home.
Photograph charring, melted fixtures, cracked glass, and warped materials—these indicate heat intensity. Take wide shots that show proximity to other rooms and the HVAC system. If firefighters opened walls or ceilings, document those openings too.
Also document secondary damage: water from suppression efforts, broken windows, forced entry points, and debris. If you’re arranging professional work like smoke and fire cleanup by PuroClean Calgary, keep any paperwork describing soot levels, deodorization steps, and what materials were removed versus cleaned.
Smoke damage: show residue patterns and note odours (even if cameras can’t)
Smoke damage can be tricky because photos don’t always capture smell. Still, you can document visible residue: wipe a white paper towel across a wall or ceiling and photograph the discoloration. Take photos of soot settling on horizontal surfaces like window sills and shelves.
Pay attention to areas smoke loves: inside cabinets, closets, and HVAC returns. Photograph residue around vents, on filters, and near door frames where air movement concentrates particles.
In your notes, describe odour intensity and location: “Strong smoke odour in upstairs bedrooms, moderate in main floor living room.” If you had to relocate because of smell, write that down along with dates and any medical sensitivities (without exaggeration—just facts).
Common mistakes that quietly weaken insurance claims
Most claim problems don’t come from big, dramatic errors. They come from small choices made under stress—throwing something out too soon, cleaning too aggressively, or forgetting to capture a key photo. Knowing these pitfalls ahead of time helps you avoid them.
Here are the most common documentation mistakes and how to sidestep them without making the process feel like a second job.
Mistake: cleaning up before capturing the “as found” condition
It’s natural to want to scrub soot off a wall or mop up water immediately. But if you clean first and document later, you may lose proof of how extensive the damage was.
If you must take quick action, do a rapid documentation pass first: 10–20 wide photos, a 60-second video, and a few close-ups of the worst areas. Then proceed with emergency steps to prevent additional damage.
If you already cleaned something, don’t panic—just document what remains and write down what you did, when, and why. Transparency helps.
Mistake: only photographing the “worst” room
Claims often get delayed when the adjuster discovers additional affected areas later. That can trigger re-inspections or revised scopes. It’s better to document everything that could reasonably be connected to the event.
For water, that might include adjacent rooms, hallways, and below-grade spaces. For smoke, it can include rooms that look fine but smell affected. For fire, it includes areas impacted by suppression water and smoke travel.
When in doubt, capture it. You can always decide later what’s relevant, but you can’t go back in time to photograph the original condition.
Mistake: forgetting to show the source (or the “why”)
Insurers often need to classify the cause of loss. That classification can affect coverage. If you only photograph the damage and not the suspected source, you may create uncertainty that slows the process.
Photograph the leaking supply line, the failed hose, the roof area where water entered, the burned appliance, or the area where smoke originated (if known). If a plumber or electrician identifies a cause, ask for a written note or invoice description that states what they found.
Be careful about guessing. If you’re not sure, phrase it as “suspected” in your notes rather than stating it as fact.
Mistake: tossing damaged items before approval
Adjusters sometimes want to see high-value items, unique materials, or anything that affects valuation. If you dispose of items too early, you might lose the ability to prove condition and replacement needs.
If items are hazardous (like sewage-contaminated materials) or could cause more damage (like soaked carpet breeding mold), document thoroughly first: photos from multiple angles, close-ups of labels, and a video showing the item in place. Then note why disposal was necessary.
If you can store items safely in a garage or shed until the adjuster confirms, that’s often the simplest approach.
Mistake: mixing up “damage” photos with “repair” photos
As repairs begin, your camera roll will quickly become a jumble: demolition, drying equipment, new drywall, paint samples, invoices. If you can’t separate “before” and “after,” it becomes harder to prove what was originally damaged.
Create a dedicated album or folder labeled with the date and event, like “2026-02-Home Water Damage.” Inside it, make subfolders: “Before mitigation,” “During mitigation,” “After repairs,” “Receipts,” and “Inventory.”
This small organizational step saves hours later when someone asks, “Do you have a photo of the ceiling stain before it was cut out?”
Organizing your claim like a pro (without spending your whole week on it)
Insurance documentation feels intimidating when it’s scattered across texts, emails, camera rolls, and paper receipts. A simple system helps you respond quickly, reduce stress, and avoid missing deadlines.
You don’t need special software. You just need consistency: one place for visuals, one place for notes, and one place for receipts and reports.
A practical folder structure you can set up in 10 minutes
Create a main folder in cloud storage (Google Drive, iCloud, OneDrive—whatever you use). Name it with the date and event type. Inside, create folders like:
1) Photos – Before
2) Photos – During
3) Videos
4) Inventory
5) Receipts & Expenses
6) Reports & Invoices
7) Insurance Communications
Every time you take new photos, drop them into the right folder. When you receive a report from a contractor or restoration company, save it immediately. This keeps your claim “audit-ready” without extra effort.
Label files so you can find them fast
Renaming every photo is overkill, but renaming key files helps. For example: “Kitchen-ceiling-stain-wide.jpg” or “Basement-flooring-buckling-closeup.jpg.” Even renaming just 10–20 critical images can make communication with an adjuster much smoother.
For receipts, use a consistent naming format: “2026-02-23_Hotel_215.40.pdf” or “2026-02-24_DehumidifierRental_89.99.jpg.” It’s boring, but it works.
If you’re working with multiple family members, agree on one shared folder so everything ends up in the same place instead of being trapped on different phones.
Keep a one-page claim summary for quick reference
Create a simple one-page document with your claim number, adjuster contact info, key dates, and a short description of the loss. Add a checklist of what you’ve submitted and what’s still pending (inventory, estimates, receipts, reports).
This is especially helpful if the claim lasts weeks or months. When someone calls and asks for an update, you won’t have to dig through emails to remember what happened when.
It also helps if your adjuster changes mid-claim (which happens more often than people expect). You can bring the new person up to speed quickly.
Working with adjusters and contractors: documentation that prevents scope gaps
One of the biggest pain points in property claims is the “scope gap”—when what a contractor says needs to be repaired doesn’t match what insurance has approved. Good documentation reduces that mismatch because it makes the damage and necessary work easier to justify.
You don’t need to be adversarial. Think of it as making sure everyone is looking at the same picture.
Ask for written scopes and itemized estimates
If you hire contractors, ask for itemized estimates that break work into line items (drywall removal, insulation replacement, flooring, painting, trim, cleaning). Itemization helps insurance reviewers understand what they’re paying for and why.
When possible, pair estimates with photos. For example, a line item for “replace baseboards in living room” is stronger when you can attach a photo showing swollen or warped baseboards.
If a contractor says something needs to be replaced due to hidden damage, ask them to document it—photos during demolition, moisture readings, or brief notes. Those details can be the difference between approval and denial.
Document pre-existing issues honestly (and clearly)
Sometimes damage reveals older problems: previous staining, small cracks, or older wear. If you try to pass off everything as new, you risk credibility issues. If you disclose pre-existing conditions clearly, you build trust and keep the focus on the covered loss.
A practical approach: photograph the area and note what you believe is new versus old. Example: “Old hairline crack present before event; new water staining appeared around it after leak.”
This helps adjusters separate maintenance issues from sudden damage without assuming you’re exaggerating.
Keep “before repairs” samples when it makes sense
For certain materials—like specialty flooring, custom trim, or unique tiles—it can help to keep a small sample if it’s being removed. A sample can support matching and valuation, especially if the exact product is discontinued.
Take photos of the sample next to a label (like the room name) so it doesn’t become a mystery piece later. Store it in a zip bag with a note.
Don’t do this for hazardous materials or anything contaminated. Safety first, always.
Quick checklists you can follow when you’re overwhelmed
When damage happens, it’s easy to freeze. A checklist gives you a path forward even when you’re tired and stressed. Use these as a “good enough” plan you can execute in 15–30 minutes.
If you only do one thing from this entire guide, do the first checklist (the first-hour steps). It captures the essentials.
The first hour checklist: capture, stop, notify
1) Make sure everyone is safe (and call emergency services if needed).
2) Take wide photos of every affected room from multiple angles.
3) Take close-ups of key damage (with scale if possible).
4) Film a slow walkthrough video (one per floor if needed).
5) Stop the source if safe (shut off water, power to affected area, etc.).
6) Write down the discovery time and what you observed.
7) Notify your insurer and record the claim number.
If you can’t do all of it, prioritize wide photos + a video walkthrough. Those two together provide the best “scope” record.
The first day checklist: organize and inventory
1) Create a claim folder in cloud storage and upload everything.
2) Start a communication log (names, dates, summaries).
3) Begin a room-by-room inventory of damaged items.
4) Save receipts and track any extra expenses.
5) Photograph serial numbers and labels on damaged appliances/electronics.
6) If mitigation work starts, photograph “before,” “during,” and “after.”
Try to do inventory in short bursts—20 minutes at a time—so it doesn’t become unbearable.
The first week checklist: strengthen your file
1) Collect reports/invoices from plumbers, electricians, and restoration teams.
2) Request itemized estimates for repairs.
3) Confirm with your insurer what documentation they still need.
4) Back up your files (cloud + external drive if possible).
5) Keep photographing any changes (drying progress, new staining, odor issues).
Damage evolves. Continued documentation helps if new issues appear, especially with water and smoke.
When you document thoroughly—photos that tell a clear story, notes that lock down the timeline, and an inventory that’s specific—you give your insurance claim the best chance to move quickly and fairly. It also makes it much easier to coordinate repairs and get your home feeling normal again.
