How to File a Property Damage Insurance Claim (Step-by-Step Guide)

Step 1: Document the Damage Immediately

The very first thing you should do after a loss event is document everything. Use your phone to take photos and videos of all damaged areas before any cleanup or repairs begin. More documentation is always better — capture wide shots for context and close-ups for detail.

• Photograph every room affected
• Take close-up shots of structural damage, water stains, and broken items
• Record a walkthrough video narrating what you see
• Make a written inventory of damaged or destroyed personal property

Step 2: Stop Further Damage (Mitigation)

Most insurance policies require you to take reasonable steps to prevent additional damage. This is called mitigation. For water damage, this typically means extracting standing water, placing tarps over roof holes, or boarding up broken windows.

Keep receipts for all emergency mitigation costs — your insurer will typically reimburse reasonable expenses.

Step 3: Report the Claim to Your Insurance Company

Contact your insurance company or agent as soon as possible. Most carriers have 24/7 claim hotlines. When you call:

• Have your policy number ready
• Note the date, time, and name of the person you spoke with
• Get your claim number in writing (or via email confirmation)

Step 4: Meet With the Insurance Adjuster

Your insurance company will assign an adjuster to inspect the damage. This person works for the insurer — their job is to assess the claim and determine a settlement amount. You have the right to be present during this inspection and to ask questions.

Consider hiring a public adjuster if the loss is large or complex. A public adjuster works for you, not the insurance company, and typically charges 10–15% of the final settlement.

Step 5: Review the Settlement Offer Carefully

Once the adjuster completes their estimate, the insurer will issue a settlement offer. Don't feel pressured to accept the first offer. Compare the estimate against:

• Your own contractor quotes
• The actual cost of restoring your property to pre-loss condition
• Your policy's replacement cost value (RCV) vs. actual cash value (ACV) language

Step 6: Negotiate or File a Supplement

If the initial estimate is too low or misses damage, you can submit a supplement — additional documentation requesting a higher settlement. Use contractor invoices, photos, and line-by-line breakdowns to support your position.

Step 7: Track Everything in One Place

Claim files can involve dozens of emails, documents, and deadlines. Use a tool like Restoration Companion's claim tracker to keep all your notes, photos, contacts, and timelines organized in one place.