Documenting damage for insurance – before and after

Insurers reimburse damage that can be proven. For that they need three things: proof that an item existed, an idea of its value, and evidence of the extent and cause of the damage. Photos and videos from before cover the first two points; photos from afterwards cover the third.

After a disaster, many people are exhausted and just want to clear up. That is understandable, but if you shovel out the mud first and photograph afterwards, you often have no pictures left of how high the water was or which furniture was affected. So the rule is: document first, then remove – unless there is a hazard.

Good documentation usually leads to faster, more complete settlement and fewer disputes. It can also be useful for aid programmes or tax questions. Which damage is covered and what your obligations are, however, is set by your policy and national law. This entry is not legal or insurance advice.

An inventory sounds like a lot of work but can be done in a few hours. Walk through every room with your phone and film or photograph everything – with cupboards and drawers open too. While filming, feel free to say what you see, such as 'television, bought three years ago'. For valuable devices, also photograph the rating plate with the serial number.

Collect purchase receipts, invoices and warranty cards, at least for more expensive items. Photos of jewellery, art, bicycles or tools help too. Do not forget the basement, attic, garage and garden shed – that is often where the first damage occurs in floods and storms.

Also look in your policy to see which perils are covered. Natural hazards such as flooding or heavy rain are often covered separately depending on country and policy. If you are unsure, ask your insurer – before any damage is the best time to do so.

The best inventory is useless if it is lost along with the house. That is why you keep the inventory, policies and important receipts in two places: for example a copy outside the home with relatives and an encrypted digital copy. A common mistake is keeping all documents only in the affected house.

Update the inventory once a year – add new purchases, remove things you have sold. A fixed date helps, such as the new year or a warning test day. Also note your insurer's contact details and your policy number somewhere you can reach in an emergency.

Report the damage as soon as possible. Note the claim number and the name of your contact person, and ask about the next steps: will someone come to inspect? What may you already throw away? Keep to the deadlines in your policy.

Then photograph – overview shots of every room and close-ups of individual damage, water marks on the walls and damaged items with their rating plates. Make a list of the damaged items. Dispose of items only once this has been agreed with the insurer or if they are a health hazard, such as spoiled food or mouldy mattresses – but photograph them first.

As far as it is safely possible, prevent further damage: have a hole in the roof covered with a tarp, have water pumped out, ventilate and dry. Keep the receipts for such emergency measures. And for every conversation, write down the date, the person you spoke to and what was said, and keep copies of all letters.

Enter damaged buildings only when they have been cleared. With a gas smell, cracks in load-bearing parts or water near electrics, stay outside – you can take photos later or photograph from outside. With flood damage, wear gloves and sturdy shoes, because mud can be contaminated.

Unfortunately, dubious tradespeople and fraudsters also appear after disasters, promising quick help. Do not pay strangers in advance, get quotes in writing and, if in doubt, ask your insurer before you sign anything.

If you rent, report damage to the building to your landlord and damage to your own contents to your own insurer. Document both with the same care.