What Should I Document Before the Insurance Adjuster Arrives?
Last updated October 25, 2026
The short answer
Photograph and Video the Damage
Start by taking extensive photos and videos before moving anything if it is safe to do so. Capture wide shots of each room to show the overall scope of the water damage. Then take close-ups of damaged walls, floors, ceilings, and personal belongings. Be sure to include the source of the water, such as a burst pipe or a leaking appliance. This visual evidence is crucial for the insurance adjuster's assessment. If you must move items for safety reasons, take pictures before and after you relocate them to maintain a clear record.
Create a Detailed Written Log
Alongside photos, maintain a detailed written log of events. Note the exact date and time you discovered the damage, what you initially observed, and any immediate steps you took. Describe how the damage progresses if it worsens over several hours or days. Record conversations with any relevant professionals, like a plumber who stopped the leak, noting their names and the advice given. Also, document every contact with your insurance company, including the representative's name and the date of the call, for your records.
Save Receipts and Records
Keep every single receipt related to the incident, as these out-of-pocket expenses may be part of your claim. This includes payments for emergency plumbing repairs, water extraction services, or temporary hotel stays if you had to relocate. Purchases of protective items like tarps, fans, or dehumidifiers also count toward potential reimbursement. Organize these paper and digital documents alongside your photos and notes. Remember that small costs, such as for cleaning supplies or extra meals, can add up, so save those receipts as well.
Document Damaged Personal Property
Create a detailed inventory list of all damaged personal property to support your claim. For each item, note its description, brand, model, approximate age, and your best estimate of its replacement value. If possible, locate old receipts or photos of the items from before the damage occurred. Do not throw anything away until the adjuster has seen it, as this preserves the evidence. For high-value items like electronics or jewelry, you may need to provide additional documentation, so review your policy's requirements carefully.
What Not to Do Before the Adjuster Comes
Avoid making permanent repairs or discarding damaged items before the adjuster's inspection, as this can complicate the assessment. You can and should perform reasonable emergency measures to prevent further damage, such as placing a bucket under a leak. However, major cleanup, demolition, or reconstruction should wait. Always communicate with your insurer first to understand their specific documentation and approval requirements. Remember, policies vary, and your insurer decides what is covered under the terms of your agreement.
- Do not start tearing out wet drywall or flooring.
- Do not dispose of soaked furniture or ruined belongings.
- Do not hire a contractor for full repairs without approval.
- Do not forget to document your temporary protective measures.
- Do not assume all damage or costs will be covered.
- Do not delay in notifying your insurance company.
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Call Now (347) 983-9353Frequently asked questions
Should I clean up the water before documenting?
Remove standing water only if it poses an immediate safety hazard, but always document the scene first. Wait for the adjuster before major cleanup. You may need to prevent further damage, but permanent repairs should wait. The adjuster needs to see the damage for an accurate assessment. Always take photos before and after any action you take.
What if I already threw some damaged items away?
If you discarded items for health or safety reasons, note what they were and take photos before removal. Explain this to the adjuster. For future items, wait for inspection. Your detailed inventory list will help substantiate the loss of any disposed items.
How long do I need to keep this documentation?
Keep all documentation, including photos, receipts, and correspondence, until your claim is fully settled and any repairs are complete. It is wise to keep digital and physical copies in a safe place for several years afterward in case of any follow-up questions or disputes.
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