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What Should I Document Before Calling Insurance for Fire Damage?

Last updated October 25, 2026

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The short answer

Start with Photos and Videos

Begin by taking wide shots of each room to show the overall damage. Then, take close-up photos of specific items, structural damage, and areas affected by smoke or soot. A video walk-through can be very helpful, narrating what you are seeing as you move slowly through your home. Capture all angles, including ceilings, floors, and inside cabinets or closets.

Use your phone's camera, which is perfectly suitable for this task. Ensure the photos are clear and well-lit; turn on lights or use a flashlight if needed. Date-stamp the photos if your camera has the option. Store these digital files in a safe place, like a cloud service, so they are not lost if your phone or computer is damaged.

Create a Detailed Inventory List

Write down every item that is damaged, destroyed, or even smoke-damaged. For each item, note the brand, model, age, and an estimated purchase price or value. Describe the condition before the fire if you can. This list becomes your personal property inventory and is crucial for the claims process. Start with major items like furniture and appliances, then move to smaller belongings.

Be as thorough as possible, checking drawers, shelves, and storage areas. Do not throw anything away until the insurance adjuster has seen it, as it serves as evidence. If you have old receipts, manuals, or photos of the items from before the fire, gather those as well. This documentation helps establish the item's pre-loss condition and value.

Gather Supporting Documents

Locate and secure important paperwork related to your home and belongings. This includes your insurance policy, mortgage documents, and recent bank statements. Also gather receipts for any immediate expenses you incur, such as hotel stays, meals, or essential purchases like clothing. These costs may be part of your additional living expenses coverage. Policies vary, and your insurer decides what is covered.

Keep all these documents together in a folder, either physical or digital. If original documents were destroyed in the fire, contact the relevant institutions, like your bank or the county recorder's office, for copies. Having this information organized will make conversations with your insurance adjuster and any other professionals much smoother and less stressful during a difficult time.

Document Structural and Safety Issues

Focus on the building itself. Take clear pictures of damage to walls, ceilings, floors, windows, and the roof. Note any cracks, warping, or signs of structural weakness. Also document damage to major systems, like electrical wiring, plumbing, and your HVAC system. This helps contractors understand the full scope of repairs needed for water damage cleanup or structural repairs.

Pay special attention to areas where firefighting water may have caused secondary damage. Look for water stains, pooling, or damp materials, as these can lead to mold. Drying out wet areas quickly is important to prevent further problems. Point out these concerns to the water damage pros you hire.

  • Cracked or sagging drywall and plaster.
  • Warped floorboards or damaged subflooring.
  • Stained ceilings from water used to fight the fire.
  • Visible damage to electrical outlets or wiring.
  • Signs of water intrusion around windows and doors.
  • Any lingering odors or soot deposits on surfaces.

What Not to Do Before Documentation

Avoid starting any major cleanup or repairs before you have fully documented the scene and spoken with your insurance adjuster. Do not throw away damaged items, as they are evidence for your claim. It is safe to perform temporary measures to prevent further damage, like boarding up a broken window, but keep receipts for any materials used. Always prioritize your safety and do not re-enter an unstable structure.

If you need to retrieve essential items, wear proper personal protective equipment like an N95 mask, gloves, and sturdy shoes due to soot and potential hazards. Do not attempt to clean valuable items yourself, as improper cleaning can cause permanent damage. For soot removal or structural assessment, contact qualified professionals who can properly evaluate and address the issues.

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Frequently asked questions

Should I clean anything up before taking pictures?

No, you should not clean or move items before photographing everything. The goal is to document the scene exactly as you found it after the fire. Only perform temporary measures for safety, like covering a broken window, and document that action as well.

What if I don't have receipts for my belongings?

If you lack receipts, use bank or credit card statements, old photos, or even online order histories to help establish ownership and value. Your detailed written description and any pre-fire photos you have will be very helpful for the insurance adjuster in assessing your claim.

How does water damage from firefighting affect my claim?

Water used to extinguish the fire often causes significant secondary damage. Document all water damage thoroughly, as it is typically part of the same claim. You will likely need water damage cleanup and drying services to prevent mold and structural decay.

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