The short answer
Start with Photos and Videos
Begin documenting as soon as it is safe to enter the room. Use your phone to take wide-angle shots of each wall, floor, and ceiling. Then move closer to capture water stains, warped wood, soaked carpet, and any personal items that got wet. Do not move or throw away anything until you have recorded it.
Videos are useful because they show the extent of the damage in one continuous shot. Walk slowly through each affected area, narrating what you see. Mention the location, the date, and the condition of each item. This gives your insurance company a clear picture of the situation before any cleanup begins.
- Take photos from multiple angles
- Include room numbers or names
- Capture serial numbers on appliances
- Use a ruler or coin for scale
- Record the date and time on each file
List Every Damaged Item
Write down every possession that was affected, no matter how small. Include furniture, electronics, clothing, books, and documents. For each item, note the approximate age, the brand if you know it, and what you paid for it if you have a receipt. This list becomes your inventory for the claim.
Do not forget items stored in closets, basements, or attics. Water can damage things you rarely see. Walk through each room slowly and open drawers and cabinets. If you have a digital copy of a receipt, keep it with your list. Organize the list by room to make it easier for the adjuster to follow.
Keep Evidence of the Water Source
If you can identify where the water came from, document that too. A burst pipe, a leaking roof, or a clogged gutter all leave traces. Photograph the damaged pipe or the stained ceiling. Keep any broken parts or materials that show the cause. This helps your insurance company decide what happened.
If you had to shut off the water or make a temporary repair to stop the flow, take a photo of that as well. Save the receipt for any materials you bought, like a new valve or a patch kit. Your insurance company may ask for these records. Do not attempt major repairs until you have documented the scene.
- Photograph the damaged pipe or roof
- Save receipts for temporary fixes
- Note the date you noticed the leak
- Keep any broken parts in a bag
- Record the water shutoff location
Track All Repair Costs
Every dollar you spend because of the water damage should be recorded. This includes emergency plumbing, drying equipment, and materials like fans or dehumidifiers. Save every receipt, even for small purchases. Write down the date and what each item was for. This shows your insurance company the true cost of the incident.
If you hire a professional to inspect the damage, keep that invoice too. A water damage inspection can document the extent of the problem and the steps needed to dry and restore the area. That report may be useful when you talk to your insurance company about the claim.
Organize Your Records
Keep all your documentation in one place. Use a folder on your computer or a physical binder. Label each photo and video with the date and room. Put your item list, receipts, and notes in order. This makes it easier to answer questions from your insurance company and to provide the evidence they request.
Policies vary, and your insurer decides what is covered. So it is wise to check your policy early to see what documentation they expect. If you live in Rogers, keep a copy of your records somewhere dry and accessible. You may also want to share the folder with a trusted neighbor or friend for safekeeping.
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Call Now (479) 370-1500Frequently asked questions
Should I wait for the adjuster before cleaning up?
You can do temporary cleanup to stop further damage, like turning off the water or placing a bucket under a leak. But do not throw away damaged items or start major repairs until you have photographed everything. Your insurance company may want to see the scene as it was.
What if I do not have receipts for my belongings?
You can still list items without receipts. Note the brand, model, and approximate purchase date. Use photos or videos that show the items in your home. Credit card statements or old emails may also help. The more detail you provide, the easier it is for your insurance company to process the claim.
How long should I keep my documentation?
Keep all records until your claim is fully settled and you have received your payment. After that, store them for at least a year in case your insurance company has follow-up questions. You may also want to keep a digital backup in a cloud service or on a separate drive.