How Do I Document Damage for an Insurance Adjuster?
Last updated October 25, 2026
The short answer
Start Before You Clean
Begin documenting before you move anything or start drying out the space. The adjuster needs to see the original condition of the damage. Take wide shots of each room and close-ups of water lines, stains, and soaked materials. Capture the source of the water, such as a broken pipe or leaking roof, if it is visible.
Use your phone's camera or a digital camera. Shoot video as you walk through the property, narrating what you see. Then take still photos from different angles. Store all files in a cloud folder or on a backup drive so they are safe. Label each photo with the date and room name.
List Every Item
Walk through each room and write down every damaged item. Include furniture, electronics, clothing, books, and appliances. For each item, note the approximate age, where you bought it, and what you paid if you remember. This helps you and the adjuster assess the value.
If you have receipts, warranties, or manuals, gather them. For items without receipts, take photos of serial numbers or model tags. You can also check your phone for photos of the item in use. Do not throw away damaged items until the adjuster has seen them or given you permission.
- Take photos of water lines on walls and floors
- Photograph the source of the leak
- Record the date and time of each photo
- List each item with its age and estimated value
- Keep a sample of wet carpet or drywall
- Save receipts for any emergency repairs you make
Keep a Damage Diary
Write down what happened and when. Note the date you discovered the water, what you did to stop it, and any steps you took to protect your property. Include conversations with your insurance company, the adjuster, and any pros you call for help.
A written timeline shows you acted responsibly and gives the adjuster a clear picture of the sequence. It also helps you remember details weeks later. Keep this diary with your photos and receipts. You can use a notebook or a note-taking app on your phone.
Make Temporary Repairs
You can make minor repairs to prevent further damage, like covering a hole in the roof or shutting off the water. Take photos before and after each repair. Keep all receipts for materials, like tarps, buckets, or fans. These costs may be part of your claim.
Do not start major repairs or throw away damaged materials before the adjuster visits. If you must remove wet carpet or drywall to avoid mold, cut out a small sample and keep it. Label the sample with the location and date. This preserves evidence for the adjuster.
Prepare for the Adjuster Visit
Have your documentation ready for the adjuster's visit. Show them your photo album, video, and item list. Point out the areas you documented and explain what you have done since the damage. Answer their questions honestly. If you have questions, ask them directly.
The adjuster may take their own photos and measurements. That is normal. After the visit, follow up with your insurance company if you have not heard anything. Keep a record of all communication, including dates and names. This helps you stay organized throughout the claims process.
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Call Now (801) 383-0232Frequently asked questions
What if I cannot save all my damaged items?
Take photos and list every item you must dispose of. Keep a small sample if possible, like a piece of carpet or a torn curtain. You can also note the brand, model, and approximate age. That information helps the adjuster understand what was lost.
What is a public adjuster?
A public adjuster is a professional who can help you prepare and negotiate your claim. They are not the same as the insurance company's adjuster. You can hire one, but it is not required. Check your policy and consider the cost before deciding.
How long do I have to file a claim?
Most insurance policies have a time limit for filing claims, often one year from the date of damage. Check your policy documents for the exact deadline. Document everything as soon as possible, even if you are not sure you will file. Acting quickly helps your case.