Water Loss Photo and Inventory Worksheet for Insurance

Why the first photos matter most

Once extraction starts, the evidence of how far water spread and how deep it was disappears quickly. Adjusters rarely arrive before extraction, and most policies expect you to take reasonable steps to prevent further damage, so cleanup should not wait. The way to reconcile those two facts is to photograph thoroughly first, then let the work proceed.

Phones are ideal for this because they timestamp photos automatically. Take wide shots that show a whole room, then medium shots of each wall and close-ups of damage, labels and serial numbers. Short videos that pan slowly around a room are also useful. Do not delete anything, even blurry shots.

Photo list

The source: the failed fitting, appliance, pipe, window or roof area, plus its label or data plate
The water itself: depth against a wall or a ruler, and its color if it is not clear
Every affected room, wide, from the doorway
Each wall with a visible waterline or stain
Flooring close-ups, including a corner peeled back if carpet is involved
Damaged items in place before they are moved, then grouped for disposal
Model and serial numbers on electronics and appliances
Any rooms that were not affected, for comparison

Damaged item inventory

Copy this layout into a spreadsheet. Fill one row per item or group of identical items.
Item	Room	Approximate age	Brand or model	Condition after water	Photo reference
Example: area rug	Basement family room	About 5 years	Store-bought, wool blend	Soaked, odor	IMG 0142 to 0145
Example: box of documents	Storage closet	Various	Not applicable	Bottom third wet	IMG 0150
Example: office chair	Suite 210	About 3 years	Brand and model from label	Base and casters wet	IMG 0163

What to collect from the contractor

Signed scope or work authorization.Read it before signing and keep a copy. Note any direction-to-pay or assignment language and ask your insurer about it.
Moisture map and daily readings.These show the extent of the damage and justify the number of drying days.
Equipment log.A record of how many dehumidifiers and air movers ran, where and on which dates.
Photos of removed materials.Ask for photos of cut drywall, pad and insulation before they leave the site.
Itemized estimate.Many carriers use estimating software such as Xactimate; ask for line items you can compare to the log.

General information for Aurora, not a quote or professional advice. In an emergency, call 911.