How to Document Water Damage for an Insurance Claim
When water damage happens, documenting the damage properly can make the insurance claim process much easier. Photos, videos, receipts, and detailed notes can help show what happened, what was damaged, and what steps were taken to prevent the situation from getting worse.
The sooner you begin documenting the damage, the better. Before cleanup or repairs begin, take time to create a clear record of the affected areas whenever it is safe to do so.
Take Photos Before Cleanup Begins
Start by taking clear photos of every affected area before cleanup or repairs begin.
Photograph:
- Standing water
- Wet flooring
- Damaged drywall
- Stained ceilings
- Water-damaged furniture
- Cabinets and baseboards
- Personal belongings
- The source of the leak, if visible
- Damaged appliances
- Exterior flooding or storm damage
Take both wide-angle photos that show the entire room and close-up photos that clearly show individual areas of damage.
The Texas Department of Insurance recommends taking pictures or videos of damaged property before making repairs whenever possible and keeping receipts for repairs made to prevent additional damage.
Record Video of the Damage
Video can provide additional context that individual photos may not capture. Walk slowly through each affected area and record the condition of the property.
Show where the water entered, how far it spread, and any visible damage to walls, flooring, ceilings, furniture, appliances, or personal belongings.
If possible, describe what you are seeing while recording. This can provide additional information about the condition of the property immediately after the water damage occurred.
Document the Source of the Water
Insurance coverage can depend heavily on what caused the water damage, so document the source whenever possible.
Common causes may include:
- A burst pipe
- Water heater failure
- Washing machine leak
- Dishwasher leak
- Overflowing plumbing fixtures
- Roof leaks
- Storm damage
- Sewer backups
- Exterior flooding
Do not put yourself at risk trying to locate or photograph the source. If there are electrical hazards, contaminated water, or structural concerns, wait for a professional restoration team.
Make a List of Damaged Belongings
Create a written inventory of personal belongings damaged by the water.
For each item, include as much information as possible:
- Item description
- Brand or manufacturer
- Model number, if available
- Approximate age
- Original purchase price
- Estimated replacement cost
- Photos of the damaged item
- Receipts or other proof of purchase
For appliances and electronics, photograph model and serial numbers whenever they are accessible and it is safe to do so.
Keep Damaged Items When Possible
Do not immediately throw away damaged belongings unless they create a health or safety hazard.
Your insurance adjuster may need to inspect certain materials or belongings before determining the amount of the loss. If an item must be removed, take detailed photos and include it in your written inventory before disposal.
The National Flood Insurance Program also recommends documenting flood-damaged property before cleanup and saving receipts and, when appropriate, samples of damaged materials.
Save Receipts and Restoration Documents
Keep copies of every expense associated with the water damage and cleanup process.
This may include receipts or invoices for:
- Emergency plumbing repairs
- Water extraction
- Drying equipment
- Temporary lodging
- Cleanup supplies
- Storage expenses
- Professional restoration services
- Building repairs
- Replacement materials
Estimates, invoices, moisture readings, photographs, and other documentation from a professional water damage restoration company may also help provide a clearer record of the extent of the damage and work performed.
Contact Your Insurance Company Quickly
Notify your insurance provider as soon as possible after discovering water damage.
Provide basic information about what happened and ask what documentation they require before cleanup or permanent repairs begin.
You may also want to ask:
- Whether the loss may be covered
- When an adjuster will inspect the property
- What your deductible is
- Whether emergency mitigation can begin immediately
- Whether damaged materials should be kept for inspection
- How estimates and restoration expenses should be submitted
Prevent Additional Damage
Property owners are generally expected to take reasonable steps to prevent additional damage after a loss.
If it is safe to do so, this may include shutting off the water supply, moving belongings away from wet areas, removing standing water, or contacting a restoration professional.
If extensive flooding has occurred, professional flood restoration services can help remove water and begin drying the property while the insurance claim is being processed.
Don’t Assume the Damage Is Only What You Can See
Water can travel underneath flooring, behind walls, into insulation, beneath cabinets, and through ceilings.
An area may appear dry on the surface while significant moisture remains trapped underneath.
Professional restoration companies use moisture meters and other detection equipment to identify hidden moisture. Keeping records of moisture readings and affected materials can help document the true extent of the water damage.
Keep a Record of Every Conversation
Create a simple claim log to keep track of communication with your insurance company, adjuster, restoration company, and contractors.
Include:
- Date and time
- Name of the person you spoke with
- Insurance company or contractor
- What was discussed
- Your claim number
- Any instructions you received
- Important deadlines or next steps
Save emails, text messages, estimates, invoices, and other written communication related to the claim.
Should You Start Water Damage Cleanup Before the Adjuster Arrives?
In many situations, waiting for an adjuster before beginning emergency water removal can allow the damage to become worse.
Water can continue spreading into drywall, flooring, insulation, and structural materials while you wait. Emergency extraction and drying may therefore need to begin before the adjuster can inspect the property.
Before work begins, document the damage thoroughly whenever possible. You can also ask the restoration company to maintain records of moisture readings, affected materials, equipment used, and work performed.
What If Mold Develops After Water Damage?
Mold can make the restoration process more complicated, particularly when moisture has remained hidden inside building materials.
If you discover visible mold or notice a persistent musty odor after water damage, photograph the affected areas and inform your insurance provider.
Coverage for mold can vary depending on the policy and the original cause of the water damage. Professional mold removal services may also be necessary when mold has developed after a water loss.
Water Damage Restoration in Fort Worth
FIX Flood & Water Damage Pros provides professional water damage cleanup and restoration services throughout Fort Worth and surrounding North Texas communities.
Our team can help identify affected areas, remove standing water, dry structural materials, locate hidden moisture, and document the restoration work performed after a water-related emergency.
If your home or business has experienced water damage, contact FIX Flood & Water Damage Pros as soon as possible to begin the cleanup and drying process.