The short answer
Start with Photos and Video
Take clear photos and video of every affected area before you move anything. Capture the water source, the standing water, and any soaked belongings. Include wide shots of the room and close-ups of damaged spots, such as swollen baseboards or stained ceilings. This visual record helps your insurer understand the scope of the loss.
If you live in a region prone to sudden storms or hail, act quickly to document the scene. Move valuable items to a dry area, but leave the damaged materials in place until you have recorded them. Do not throw anything away until you have checked with your insurer, as disposal can affect your claim.
- Date and time of the water event
- Source of water, if known
- List of damaged rooms and items
- Receipts for purchases related to the damage
- Any correspondence with your insurance company
Keep a Detailed Inventory
Write down every damaged item, including the brand, model, and approximate age if you know it. Note the condition before the damage, such as whether an item was new or already worn. This inventory supports your claim and helps you remember what you lost. You can use a notebook or a digital list on your phone.
Take photos of serial numbers or labels on appliances and electronics. If you have original receipts or warranties, include copies with your inventory. For items without receipts, note where you bought them and when. Your insurer may ask for this information to assess the value of your belongings.
Record the Water Source
Document where the water came from, such as a burst pipe, a leaking roof, or a flooded area. Take a photo of the source itself, like a cracked pipe or a damaged shingle. This detail matters because your policy may treat different sources differently, such as sudden plumbing failures versus gradual leaks.
Also note the date and approximate time the water was discovered. If you can, include any steps you took to stop the water, such as turning off the main valve. This record shows your insurer that you acted responsibly to limit further damage.
Track All Expenses
Save receipts for every cost related to the water damage, from temporary lodging to cleaning supplies. If you buy a dehumidifier or fans to dry out a room, keep those receipts too. Your insurer may reimburse these expenses, but only if you can prove them with documentation.
Keep a log of your time spent on cleanup, such as hours you spent moving furniture or drying carpets. This log can support a claim for your own labor if your policy covers it. Organize all receipts and logs in one folder, either physical or digital, so you can share them easily.
Know Your Policy Details
Read your insurance policy to understand what documentation your insurer requires. Some policies ask for a formal proof of loss form, while others accept a written statement with photos. Check the deadline for filing a claim and for submitting documentation, as missing these dates can delay your claim.
Policies vary, and your insurer decides what is covered. If you are unsure what to submit, call your insurance company and ask for a list of required documents. Keep a record of that conversation, including the date and the name of the person you spoke with. This note can help if questions arise later.
Water damage does not wait
Call (817) 799-6732 any time, day or night, and describe what happened.
Call Now (817) 799-6732Frequently asked questions
How long should I keep documentation?
Keep all documentation until your claim is fully settled and you have received your final payment. Store copies in a safe place, such as a fireproof box or a cloud service. You may need the records again if your insurer asks for more information.
Can I clean up before taking photos?
Take photos and video before you start any cleanup. Move items only to prevent further damage, such as lifting furniture off wet carpet. If you must move something, document its original position first. Your insurer needs to see the damage as it was when discovered.
What if I do not have receipts for damaged items?
Provide what you have, such as credit card statements, bank records, or photos of the items in your home. Write a list of items with your sensible estimate of purchase dates and costs. Your insurer may accept this as proof, but the more evidence you provide, the smoother the process.