Use this checklist to organize a claim file: Not every item applies to every claim. Keep originals where appropriate, send copies when requested, and record when and how each document was provided.
1. Policy and claim identification
- ☐ Policy number
- ☐ Named insured and current contact details
- ☐ Property or vehicle address / identification
- ☐ Claim number
- ☐ Date and approximate time of loss
- ☐ Insurer, agent, and adjuster contact details
- ☐ Relevant declarations page and endorsements
2. Incident records
- ☐ Written summary of what happened
- ☐ Police, fire, incident, or weather report number where applicable
- ☐ Names and contact details of witnesses
- ☐ Photos or video of the scene and damage
- ☐ Date-stamped notes of temporary protective measures
- ☐ Proof of ownership or occupancy where relevant
3. Damaged property evidence
- ☐ Itemized damage list
- ☐ Pre-loss home inventory or older photos
- ☐ Brand, model, serial number, age, and condition
- ☐ Purchase receipts, order confirmations, or bank records
- ☐ Appraisals or valuations for high-value items
- ☐ Repair estimates or replacement-price research
For a fuller evidence framework, see What Documents Do You Need for an Insurance Claim?
4. Expense records
- ☐ Temporary repair materials and services
- ☐ Hotel or temporary housing
- ☐ Additional meals or transportation
- ☐ Storage, laundry, pet care, or other extra costs
- ☐ Contractor inspection or estimate fees
- ☐ Receipts matched to a dated expense log
5. Communication file
| Date | Person / organization | Method | Summary and next action |
|---|---|---|---|
| ______ | ________________ | ________ | ____________________________ |
| ______ | ________________ | ________ | ____________________________ |
| ______ | ________________ | ________ | ____________________________ |
| ______ | ________________ | ________ | ____________________________ |
6. Estimates, decisions, and payments
- ☐ Insurer estimate and scope of work
- ☐ Contractor estimates
- ☐ Coverage explanation or reservation-of-rights correspondence
- ☐ Proof-of-loss form, if requested
- ☐ Payment letters and check details
- ☐ Actual cash value and replacement-cost documentation
- ☐ Supplemental-damage submissions
- ☐ Final settlement or claim-closure correspondence
Final packet review
- ☐ Every file has a clear name and date
- ☐ Original documents are retained where needed
- ☐ Sent items are marked with date and delivery method
- ☐ Open requests and deadlines are listed
- ☐ Sensitive personal information is shared only through an appropriate channel
Important limitation: This checklist does not determine which documents an insurer must accept or what a policy covers. Requirements vary by loss, insurer, policy, and jurisdiction.