Build the record as the loss unfolds

  1. Report the loss early

    Many policies require prompt notice. Read the policy's duties after a loss and call the insurer or agent.

  2. Photograph everything before cleanup

    Take wide shots of each room, then close shots of damage, the water line and the failed part.

  3. Keep a running log

    Note the time you found water, when it was shut off and each action you took.

  4. Save damaged items for inspection

    Do not discard anything the adjuster may need to see unless it is unsafe, and photograph it first.

  5. Keep every receipt

    Equipment rental, emergency repairs, hotel stays and replacement items all support the claim.

What an adjuster tends to look for

Adjusters want to understand the cause, the extent and the scope of the work. Cause often means a sudden failure versus long-term seepage, which many policies treat differently. Extent means how far water traveled and how many materials were wet. Scope means the work needed to dry and repair. Moisture logs, photographs of equipment placement and written notes support each of these.

Mitigation companies commonly produce their own paperwork: initial moisture maps, daily logs and equipment records. If you hire a drying contractor, ask in advance what they will provide and whether they share it directly with your insurer. Whether coverage applies is the insurer's decision; documentation only supports the file.

A simple records checklist

Record
Dated photos and video
Why it helps
Show the condition before and after cleanup
Record
Moisture readings
Why it helps
Show drying progress and justify removal
Record
Equipment list with dates
Why it helps
Supports the drying period requested
Record
Invoices and receipts
Why it helps
Back up amounts claimed
Record
Messages and call notes
Why it helps
Show who said what and when
Record
Inventory of damaged contents
Why it helps
Makes content claims easier to process

Questions to ask your insurer

  1. What documentation do you require for a water loss?
  2. How do you treat mitigation separately from repairs?
  3. Do you have preferred contractors, and am I required to use them?
  4. What is my deductible and does it apply to each claim part?
  5. How soon will an adjuster inspect, and what should I leave undisturbed until then?

Common questions

Can the contractor negotiate with my insurer for me?

Some can discuss scope and documentation, but you remain the policyholder and the insurer decides coverage.

Should I clean up before the adjuster visits?

Take photos first, then do what is necessary to prevent more damage. Keep damaged items you can safely store.

General information for Northglenn, not a quote or professional advice. In an emergency, call 911.