How to document damage for your insurance claim

Before you document, make sure the area is safe. If there’s live electricity, strong gas odors, structural instability, or heavy ongoing water intrusion, step back and call the right help first.

Avoid throwing things away until you’ve documented them (unless a professional recommends immediate removal for safety). If you need to take temporary steps—like stopping a leak—do so carefully and keep records of what you changed and when. For next steps, see what to do now.

Use your phone to take photos and short videos from multiple angles. Start wide (the whole room or area), then move closer (affected materials, seams, and damaged belongings). Take “before cleanup” images if possible.

If you can, include a timestamp, or take a photo of a nearby calendar or wall clock. Look for patterns: water lines on drywall, warped flooring edges, soot on surfaces, visible mold growth, peeling paint, or smoke staining. Save files to a folder and back them up.

Write down the basics in a simple log. Include the date you noticed the problem, how you believe it started, and any actions you took (for example: “turned off water at the main,” “rented dehumidifier,” or “bagged wet items”). Note any conversations with your insurer or contractors, including names and reference numbers.

For each photo, add a short caption in your notes: location (e.g., “kitchen ceiling near sink”), condition (e.g., “bubbling paint”), and extent (e.g., “about 2 feet across”). This helps when you’re sorting many images later.

Save all receipts for reasonable cleanup and mitigation steps—like drying equipment rentals, fans, dehumidifiers, temporary repairs, and transportation costs. Insurance often looks for evidence that you acted promptly to limit further damage.

If it’s safe to do so, measure affected areas (length × width) and note material types (drywall, subfloor, carpet, insulation). For water damage, professionals may also discuss drying goals and conditions. “Mitigation” means taking timely steps to prevent additional loss while the claim is being handled.

Only share what’s needed for your claim. You don’t need to send medical or identity documents. If your insurer requests contractor documentation, you can provide photos, your notes, and invoices/receipts you have.

If you want guidance on next steps or a local certified restoration pro, Steady Restore is free for property owners. You can use get matched to connect with professionals after property damage, and browse services and guides to understand what each step typically includes.