How to Document Property Damage for Insurance: A Checklist for Colorado Homeowners

When water, fire or storm damage hits your house, the first hour feels like chaos. But the photos and notes you collect in that first day often decide how smoothly your insurance claim goes. We're Stars & Bars Water Restoration, veteran-owned and IICRC certified, and we work with homeowners across Colorado Springs, Pueblo, Cañon City and the rest of Southern Colorado. Here's the checklist we'd hand a neighbor.

First: safety, then documentation

Don't take pictures from somewhere unsafe. If there's standing water near electrical, a smell of gas, or structural sagging, get out and call for help first. Once it's safe, document before you clean up.

The photo and video checklist

1. Start wide. Walk every affected room with a video, slowly, narrating what you see ("kitchen, water on the floor, ceiling stain above the stove").
2. Then close up. Take photos of each damaged item, wall, floor section and ceiling stain from a couple of angles.
3. Show the source. The burst supply line, failed water heater, roof leak, or fire origin, if it's safe to shoot.
4. Include a water line. Where water reached on walls and furniture, hold a tape measure in frame.
5. Photograph belongings before they're moved or thrown out. Include brand labels and serial numbers on appliances and electronics.
6. Take before-and-after shots if you must move or discard something for safety or to prevent mold, but keep a sample or photo of anything you discard.

Phones date-stamp photos, which helps. Back them up to cloud storage the same day in case the phone is damaged.

Keep a simple written log

A notebook or a notes app is enough. Record:

• The date and time you noticed the damage, and what you think caused it
• Who you called and when: your insurance company, plumber, restoration company
• Claim number and adjuster name and phone number
• Anything you spent on emergency measures such as a hotel stay, tarps, fans, or take-out meals, and keep every receipt

Make a contents inventory

Insurance often asks for a list of damaged belongings. Room by room, write down the item, roughly when and where you bought it, and its approximate value. It's tedious, but it's easier to do while you can still see the items. Our water damage insurance claim guide covers how this fits into the claims process.

Mitigate, but don't throw away your claim

Most policies expect you to take reasonable steps to prevent further damage, such as shutting off water, tarping a roof, or drying the structure. Keep records of what you did. Don't haul away damaged materials until you've photographed them and, if possible, your adjuster has had a chance to see them, unless leaving them would cause health or safety problems like mold.

If you've had a hail or wind loss that your insurer disputes, we have a separate guide on what to do if a hail claim is denied.

Where a restoration company fits in

A good restoration company documents as it works. For water losses we record moisture readings, take photos of affected materials, note the equipment placed and the daily drying progress, and provide an itemized scope. That drying record shows an adjuster what was wet, what it took to dry it, and why. We're not a substitute for your insurer or an attorney, and we can't promise what a claim will pay. We can make sure the physical damage is well documented.

Your insurance company may suggest vendors, but in general you can choose your own restoration contractor. Check your policy and ask your agent if you're unsure.

Mistakes we see a lot

• Cleaning up before taking pictures. Do the photos first, even if it feels backwards.
• Waiting. Mold can start in a day or two on wet materials. See what happens when mold follows water damage.
• Throwing out receipts. Keep every one, even small ones.
• Signing something you don't understand. Ask questions first.
• Assuming everything is covered. Policies differ. Read yours, or ask your agent.

Get ready before something happens

On a calm weekend, record a video walk-through of your home and its contents and store it in the cloud. It takes 20 minutes and can save you hours later. Keep a copy of your policy and your agent's number somewhere you can reach when the power is out.

We can help

We work in Colorado Springs, Pueblo, Cañon City and across Southern Colorado, and we answer the phone 24/7. Learn more about our emergency response.

If you've just had a loss and aren't sure what to document first, call (719) 676-2456. We'll walk you through it, even if you haven't decided who to hire.

Keep this checklist handy, and if you need us, we're at (719) 676-2456.