How to File a Property Insurance Claim Step-by-Step

Property insurance is one of the most powerful tools you have to protect your home, business, or other physical assets — but it only works if you know how to use it properly. Filing a claim might sound simple in theory, but in reality, many people face delays, denials, and underpayments due to mistakes in the claims process.

In this article, we’ll walk you through the complete, step-by-step process of filing a property insurance claim. Whether you’re a homeowner, landlord, business owner, or tenant, this guide will help you:

• Understand what to do immediately after a loss
• Communicate effectively with your insurance company
• Maximize your payout
• Avoid common pitfalls that can delay or reduce your claim

Let’s get started — because when disaster strikes, you need to be ready.

Quick Recap: What Is a Property Insurance Claim?

A property insurance claim is a formal request you submit to your insurer asking for compensation after your property is damaged, lost, or stolen — due to covered events such as fire, theft, vandalism, or storm damage.

Common Covered Events Include:

• Fire and smoke damage
• Water damage (from burst pipes, not floods)
• Windstorms and hail
• Theft or burglary
• Vandalism
• Lightning strikes
• Accidental damage

Step-by-Step Guide to Filing a Property Insurance Claim

Step 1: Make Sure Everyone Is Safe

Before you think about paperwork or documentation, ensure your safety and the safety of others. If your home or property is unsafe (e.g., due to fire, structural damage, or electrical hazard), leave immediately.

What to do:

• Call emergency services if needed (fire department, police)
• Don’t re-enter the property unless authorities say it’s safe
• Seek medical attention for any injuries

Step 2: Secure the Property to Prevent Further Damage

Your insurance policy likely includes a “duty to mitigate” clause, which means you’re responsible for preventing further damage after the initial loss.

Examples of mitigation steps:

• Tarp the roof if it’s damaged
• Shut off water if there’s a leak
• Board up broken windows
• Move undamaged items to a dry, secure area

Keep receipts for any emergency repairs or supplies — these may be reimbursable.

Step 3: Review Your Insurance Policy

Before you file a claim, it’s critical to understand:

• What’s covered and what’s excluded
• Deductibles for different types of claims
• Coverage limits (for both dwelling and contents)
• Timeframe for filing (some policies have a 30-day or 60-day limit)

Locate your Declarations Page — this summary outlines your policy’s key details.

Step 4: Document the Damage Thoroughly

This is one of the most important parts of the entire claims process. Proper documentation can make or break your payout.

Do this as soon as it’s safe:

• Take clear, high-resolution photos of all damage — inside and outside
• Record videos if possible, including commentary
• Make a list of damaged or lost items, with:

• Description
• Approximate value
• Purchase date
• Serial/model numbers (if applicable)

If you have a pre-loss inventory, include it with your claim for comparison.

Step 5: Notify Your Insurance Company

Contact your insurer as soon as possible — the sooner you report the damage, the sooner the claim process starts.

How to notify:

• Call your agent directly
• Use the insurer’s mobile app or online claim portal
• Email your insurance representative

Provide:

• Your name and policy number
• Date and type of incident
• A brief description of what happened
• Any emergency steps you’ve taken

Most insurers operate 24/7 claim hotlines for emergencies.

Step 6: File the Official Claim

Once the initial notification is made, you’ll typically receive instructions to formally file your claim.

You may need to fill out:

• A Proof of Loss form (sworn statement of what was damaged/lost)
• A contents inventory worksheet
• A contractor’s repair estimate (or multiple estimates)

Attach:

• Photos/videos of damage
• Receipts for repairs or replacements
• Police or fire reports (if applicable)

Step 7: Schedule a Visit with the Insurance Adjuster

The insurance company will likely send an adjuster to inspect the damage. They work on behalf of the insurer to assess:

• The cause of the damage
• The extent of the loss
• What should be covered under the policy

Tips for the adjuster visit:

• Be present during the inspection
• Walk them through the damage
• Show your inventory and receipts
• Point out hidden or structural damage
• Ask for a copy of their report

If you disagree with their assessment, you can request a re-inspection or hire a public adjuster (more on this below).

Step 8: Get Repair or Replacement Estimates

Depending on the size of the loss, your insurer may ask for multiple quotes from licensed contractors or restoration companies.

Choose reputable providers and:

• Ensure they’re insured and licensed
• Avoid “storm chasers” or unverified contractors
• Never sign contracts that assign your insurance benefits to the contractor

Don’t begin major repairs until you get insurer approval — unless they’re emergency fixes.

Step 9: Understand How You’ll Be Paid

Insurers typically settle claims in two phases:

1. Actual Cash Value (ACV): What the item/property was worth at the time of loss (depreciated)
2. Replacement Cost Value (RCV): What it costs to replace it today — you may need to submit receipts to receive full payment

Example:
You file a claim for a damaged roof. You receive $7,000 ACV. After completing the replacement and submitting receipts, you receive the remaining $3,000 (RCV), totaling $10,000.

Payment structure depends on:

• Your deductible
• Policy type (ACV vs. RCV)
• Documentation provided
• Insurer’s internal process

Step 10: Finalize the Claim and Keep Records

Once all payments are made, your insurer will close the claim — but keep all documentation in a safe place. This is important for:

• Tax deductions
• Future claims
• Proof in disputes or legal actions

If anything seems off (such as underpayment or delays), consider the following options:

What If You Disagree with the Insurance Company?

If your claim is denied, underpaid, or delayed, you have the right to:

1. Request a Re-Evaluation

• Ask the insurer to re-review the evidence or send a second adjuster

2. Hire a Public Adjuster

• Public adjusters work on your behalf, not the insurer’s
• They charge a percentage of the final settlement (usually 10–15%)
• Helpful for large, complex, or disputed claims

3. File a Complaint

• Contact your state insurance department
• File a formal complaint if you feel mistreated or wrongfully denied

4. Consult an Attorney

• For serious disputes or high-value losses, legal counsel may be necessary

Common Mistakes to Avoid When Filing a Claim

❌ Waiting Too Long to Report the Damage

Policies often have deadlines (e.g., 30 days) to notify insurers.

❌ Not Taking Photos or Documenting Losses

Insufficient proof can lead to lower payouts or denial.

❌ Starting Major Repairs Without Approval

This can void parts of your claim if the insurer can’t verify damage.

❌ Throwing Away Damaged Items Too Soon

Keep damaged items (if safe) until the adjuster sees them.

❌ Accepting a Low Settlement Without Question

You have the right to negotiate or dispute the insurer’s estimate.

Example Timeline of a Property Insurance Claim

Pro Tips for Filing a Smooth Claim

• Keep a digital copy of your insurance policy and declarations

• Take yearly inventory photos of your home or property

• Ask for written communication from your insurer to avoid misunderstandings

• Be polite but firm — claims representatives are human, but you need to advocate for yourself

• Consider a public adjuster early if the damage is severe (e.g. total loss, commercial damage)

Bonus: Prepare Before Disaster Strikes

You can’t predict every loss — but you can prepare for it.

Create a Pre-Loss Checklist:

• ✅ Store digital and paper copies of your insurance policy

• ✅ Keep an updated home/business inventory

• ✅ Backup receipts and warranties

• ✅ Maintain contact info for your insurer and agent

• ✅ Photograph your property annually (interior & exterior)

Final Thoughts: Your Claim Is Your Lifeline — Don’t Leave It to Chance

Filing a property insurance claim can be an emotionally and financially intense experience. But with the right knowledge, tools, and preparation, it doesn’t have to be painful or overwhelming.

Understand your policy. Document everything. Communicate clearly.
And above all — be proactive, not reactive.

Your insurance is more than a piece of paper. It’s your safety net when the unexpected happens. Learn how to use it well — and you’ll protect not just your property, but your peace of mind.