Filing a home insurance claim is stressful enough without having to scramble for documentation after the fact. The good news: building a solid record of damage doesn't require any special skills or equipment. It mostly requires being methodical and starting early. Here's a clear, step-by-step guide for Utah homeowners.
1. Start Documenting Before You Clean Anything Up
This is the single most important rule. Before you move furniture, rip out wet carpet, or wipe down smoke-covered walls, document everything exactly as you found it. Insurance adjusters need to see the original condition of the damage — not what it looked like after you started cleaning. Grab your phone and start shooting photos and video before you touch a thing.
2. Photograph Systematically — Wide, Mid-Range, and Close-Up
Don't just snap a few quick shots. Work through each affected area in three layers:
Make sure your phone's timestamp feature is on, or that photos are saving with embedded date and time metadata. Timestamped images help confirm that damage occurred during a specific event, not before it.
3. Record Video as You Walk Through
A slow, narrated video walkthrough of each affected room is one of the most useful things you can add to a claim file. Talk through what you're seeing as you go — describe the location, the type of damage, any smells, and any visible water or fire paths. Video captures things still photos can miss, and it creates a timestamped, real-time record that's hard to dispute.
4. Make a Written Damage Inventory
Write down every damaged item and structural element you can identify, including a description, an estimated age, and — if you have them — original receipts or purchase records. For structural damage, note the affected rooms, the approximate square footage involved, and any materials you can identify (drywall, hardwood floor, insulation, etc.). A simple spreadsheet or even a notes app works fine.
5. Do Emergency Mitigation — But Document It First
Your policy likely requires you to take reasonable steps to prevent further damage from occurring after an event. That might mean tarping a damaged roof, boarding a broken window, or extracting standing water. Do these things — but photograph the area before and after each mitigation step. Keep all receipts for any emergency materials or services you pay for out of pocket, as these costs are often reimbursable.
6. Keep a Communication Log
From the moment you call your insurer, write down the date, time, name of the person you spoke with, and a summary of what was said. Do the same for every follow-up. If you send emails or submit documents through an online portal, save copies. A clear paper trail protects you if there's ever a dispute about what was promised or agreed upon.
7. Get Multiple Repair Estimates
Getting estimates from two or three contractors gives you independent verification of repair scope and cost — which supports your claim and helps ensure the adjuster's assessment is realistic. If you're dealing with water damage, fire, or mold, make sure the contractors you call are licensed restoration professionals who can assess hidden damage, not just surface repairs.
A Note on Working With a Restoration Company
When The Disaster Repair Team responds to a water damage, fire, smoke, or mold job in Salt Lake, Davis, Weber, Utah, or Tooele County, we document our findings thoroughly — including moisture readings, affected materials, and scope of damage — in a format that supports your insurance claim. You don't have to navigate the documentation process alone. Reach out any time and we're happy to walk you through what to expect.