When a burst pipe, roof leak, or storm leaves your home in disarray, solid documentation is the key to a smooth insurance claim. The right records help your adjuster understand what happened, what was damaged, and what it will take to make things right.
If you are in Midland or the surrounding Tri-Cities area, ServiceMaster Restoration by FUSON is your trusted partner for water, fire, and storm damage restoration. Our team not only restores your property but also helps you gather the clear, organized documentation that insurers expect.
Below is a step-by-step guide to documenting property damage so your claim moves forward with fewer delays:
Put Safety First and Stop Ongoing Damage
Before you reach for your camera, make sure the scene is safe. If water is present, turn off the electricity to affected rooms. If you smell gas, leave the property and call the utility company. If you can do so safely, stop active leaks.
Insurers require policyholders to take reasonable steps to prevent additional damage, so placing a tarp over a damaged roof section or shutting off the main water supply is essential. Keep receipts for any materials you purchase for temporary protection.
Notify Your Insurer Promptly
Contact your insurance company as soon as possible. Ask about your coverage, deductibles, and any claim numbers or forms you will need. Write down the date and time of your call and the name of the representative. Starting a communication log now will help you track the claim from start to finish.
Capture Clear Photos and Video
Visual evidence is the backbone of your claim. Record conditions before cleanup begins using your phone or a digital camera.
To capture a complete picture of the situation:
Start with wide shots of each affected room to show context
Follow with close-ups of specific damage like warped flooring, stained ceilings, and swollen baseboards
Photograph each damaged item from multiple angles, including brand labels or serial numbers when available
Take exterior photos that show roof damage, missing shingles, fallen branches, or impact points
Record short videos walking through the areas to capture the overall extent of damage
Time stamp your images or include a visible clock or newspaper if your device settings do not automatically record the date. Back up your files to cloud storage or email them to yourself so nothing gets lost.
Create an Itemized Inventory
A thorough contents inventory helps your adjuster understand what needs to be repaired or replaced. Build a spreadsheet or simple list with four columns: item name, brand or model, condition before the loss, and estimated value. Include where you bought it and the purchase date if you know it. Group items by room to keep things organized.
When possible, attach proof of ownership such as receipts, warranty cards, or bank statements. If you no longer have paperwork, photographs that show the item in your home prior to the loss can help.
Document the Structure
Beyond the contents, you will need evidence of damage to the building itself. If emergency repairs are needed, ask contractors to document their work with before and after photos.
Be sure to:
Note measurements of affected areas, such as square footage of wet carpet or length of damaged drywall.
Photograph water lines on walls, buckled wood floors, and any visible microbial growth.
Record readings if a professional has taken moisture measurements. Moisture logs demonstrate the extent of saturation and the drying progress.
Additionally, keep a centralized folder for every cost related to the loss. This includes tarps, shop vac bags, dehumidifier rentals, plumber visits, emergency board-up services, and hotel stays if your home is not habitable. Ask contractors for written estimates and invoices. Your insurer will use this paper trail to validate expenses and calculate reimbursement according to your policy terms.
Avoid These Common Documentation Mistakes
Cleaning Too Soon - Do not discard soaked carpet or damaged belongings until they are documented. If a hazardous item must be removed, photograph it thoroughly first.
Incomplete Photo Sets - Wide shots, medium shots, and close-ups work together to tell the full story. A single close-up rarely shows enough context.
Missing Dates - Adjusters need a timeline. Keep all materials dated and organized by day.
No Proof of Mitigation - Insurers expect reasonable steps to prevent further damage. Save receipts and photos of tarps, fans, and shutoff valves to demonstrate your efforts.
How ServiceMaster Restoration by FUSON Supports Your Claim
Working with an experienced restoration team can make documentation easier and more accurate. ServiceMaster Restoration by FUSON serves homeowners and businesses throughout Midland and the Tri-Cities with rapid response and professional restoration.
Here is how we help your claim move forward:
Initial Assessment - Our technicians evaluate the loss, identify affected materials, and explain the scope of damage in clear terms you can share with your adjuster.
Photo and Moisture Documentation - We record conditions with detailed photos and track moisture readings throughout the drying process. This evidence validates the need for mitigation and the methods used.
Contents Handling - When needed, we help with inventory, packout, and cleaning of salvageable items. Itemized lists and chain of custody records support your claim and protect your belongings.
Transparent Estimates - We provide written estimates that outline labor, equipment, and materials. Adjusters appreciate clear line items and industry-standard pricing.
Coordination with Your Insurer - Our team is experienced in working with carriers and can answer technical questions about drying goals, removal decisions, and restoration steps.
Build a Simple Documentation System
A little organization goes a long way. Create a single folder on your computer named with your claim number. Inside, add subfolders labeled Photos, Video, Receipts, Estimates, Inventory, and Communication Log. Rename files with dates and short descriptions, such as “2025-08-22_LivingRoom_Wide.jpg.” Keep a running checklist of what you have captured so you can see at a glance what is still missing.
If paper is easier, use a large binder with tabbed dividers labeled to match those categories. Slip printed photos and receipts into clear sleeves and keep a pen and notepad in the front pocket for quick notes after phone calls.
The Bottom Line
The more clearly you can demonstrate what happened and what it damaged, the faster your claim can be evaluated. Start with safety, notify your insurer quickly, and gather photos, video, measurements, and receipts before major cleanup begins. Maintain an organized inventory and a record of every conversation. With solid documentation, you set your claim up for success.
If you need help, ServiceMaster Restoration by FUSON is ready to respond in Midland. Our team understands how insurers review claims and what documentation they look for. We will stabilize the loss, protect your property, and provide the detailed records that support your path to recovery.
Contact us online or call (989) 200-5126 today for fast, professional property damage restoration in Midland and the Tri-Cities. We are available 24/7!
