A river flood claim file needs photographs of the water line and the damage, moisture readings with their locations, receipts for emergency purchases, a list of removed materials and the crew's logs, all dated. Keep the originals. Your insurer and your policy decide what is covered, so ask the insurer what it needs in writing.
Key takeaways
- Photographs taken before anything is moved show the damage as it was found, which is the strongest kind of evidence.
- Each moisture reading is more useful when it carries a location, a height and a time.
- A water line measured against a fixed point on the wall is clearer than a line drawn from memory.
- Receipts for pumps, dehumidifiers and other equipment bought or rented to limit further damage belong in the file.
- A removed-materials list with photographs shows what was discarded and why, which an insurer will ask about.
- Insurers generally ask for a claim file in the form they specify, so ask for that form early.
What should the first set of photographs show?
The first set should show the whole room, the water line on each wall, the lowest point where water stood and the entry it came through. Take them before anything is moved, from outside the wet area, with the date and time recorded.
Start wide. A photograph of the whole room shows the layout and the level of the water relative to the walls, the floor and the furniture. Then take closer shots of the water line, with a measuring tape or a ruler in view so the height can be read. Take shots of the lowest corner and of any stored items that reached the water.
Photograph the entry too, whether it is a door, a window well, a foundation crack or a pipe. The insurer will want to know where the water came in, and a clear photograph of the entry answers that question better than a description. Keep the original files with their date data, and do not edit them, because edits can make a photo less credible.
How do moisture readings belong in a claim file?
Moisture readings belong in the file with their location, their height above the floor and the time they were taken. A reading without a location is hard to use, and a set of readings over time shows how the drying progressed.
A meter reading is a number at a point. To be useful in a file, it needs to say where the point was, such as the north wall at the base, and how high above the floor it sat. A simple map of the room with the reading points marked makes the file easier to follow than a list of numbers alone.
Readings taken on several days show the trend, and the trend is what proves the drying worked. The file should include the dry reference reading taken from an unaffected area, so the wet readings can be compared with it. Keep each day's sheet, not only the last one.
| Date and time | What happened | Evidence to keep |
|---|---|---|
| First call | The time the water was first reported and what the caller described | Phone log or message record |
| First visit | Standing water, the water line and the entry point found | Photographs with time data and the first readings |
| Extraction | Water removed, materials taken out and by room | Removal list, photographs and the day's notes |
| Drying | Equipment placed and readings taken on each visit | Readings sheets with locations and times |
| Final check | Dry readings held, and the building closed up | Final readings, the completion note and photographs |
What receipts and invoices should be kept?
Keep every receipt for emergency purchases, including pumps, dehumidifiers, air movers, cleaning supplies and temporary repairs, along with the cleanup invoices and any plumber's or roofer's report. Dates and amounts should be clear on each.
Emergency purchases are often the first money a homeowner spends after water comes in. A pump bought to lower the level, a fan bought to start drying or a tarp bought to cover a hole are all part of limiting the loss. Keep the receipts together and note on each what it was for and which room it helped.
The cleanup invoice should list the work and the equipment, and it should match the scope and the readings. A plumber's report that identifies the failed line, or a roofer's note that identifies the entry, is part of the story of the loss. Put those documents in the file with the cleanup record.
How do you record what was thrown away?
Write down each item removed, its room, its approximate size or quantity and why it was removed, and photograph it before it leaves the house. Keep a copy of the list with the photographs and the readings that support the decision.
The removed-materials list is one of the most important records in a river flood file. It shows which drywall, insulation, carpet, pad and stored items were lost and why. An insurer will often ask for it, and a vague list invites questions that a precise one answers.
Photograph the material before it is taken out, and where possible show it in place with its water line. Do not throw anything away until the photographs are taken and the insurer has been told it is going. If an item must be discarded for health or safety reasons, record that reason too.
What does a contractor's log add to the file?
A contractor's log adds the day-by-day account of the work: who was on site, what was done, what the readings showed and what changed. It turns a set of photographs into a sequence the insurer can follow.
A good log is dated and written at the time, not reconstructed later. It notes the people on site, the equipment placed, the openings made and the reasons for them. It also notes any change to the plan and the readings that prompted it.
Ask the contractor for a copy of the log at the end of each stage, and keep it with the rest of the file. A log that matches the readings and the photographs is strong evidence. A log that is missing for some days is a gap that the insurer may question, so it is worth asking early.
How should the timeline be written down?
Write the timeline from the first call to the final check, with the time of each event and the evidence for it. A short written timeline, kept with the file, lets the homeowner answer an insurer's questions without relying on memory.
The timeline is the spine of the claim. It should start with the time the water was first seen or reported and run through each visit, each removal, each set of readings and the final check. Where a time is uncertain, say so, rather than filling the gap with a guess.
The table above gives a simple structure: the event, what happened and the evidence to keep for it. Each line should point to something in the file, so that a reader can check the timeline against the photographs, the logs and the receipts.
What mistakes weaken a claim file?
The most common weaknesses are discarding items before they are photographed, undated photographs, missing receipts, readings without locations and reliance on memory for the timeline. Each one can be avoided with a few minutes of record-keeping at the time.
Discarding damaged items too early is the most costly mistake, because the evidence is gone. Undated photographs are also a problem, since an insurer may not accept them as showing the condition at the time. Set the camera's date and time before the work begins, and check that it is correct.
Other weaknesses are less dramatic but still matter. Receipts that are lost, readings with no location and timelines written from memory weaken the file. A few minutes each day to file the receipts, label the photographs and note the readings keeps the file strong without a large effort.
Frequently asked questions
Do I need the insurer's approval before I throw out wet items?
Ask the insurer in writing before you discard anything of value, and photograph each item first. Some insurers ask to see items before they are removed, and a written request protects the file. Health or safety reasons may require quicker action, which should be noted.
Are my phone photos good enough for a claim?
Often yes, if they are clear, dated and show the damage and the water line with a reference for size. Keep the original files, do not edit them and back them up. Ask the insurer whether it wants any other format.
What if I do not have receipts for the emergency pump?
Ask the store for a duplicate or a bank record of the purchase, and note in writing what was bought, when and why. A clear written account is better than none, and the insurer can say what it will accept.
How long should I keep the claim file?
Keep it for as long as the claim and any later dispute could arise. This guide does not set a period, because it depends on the policy, the insurer and the matter. Keep the file safe and organized, with copies held apart from the originals.
Does the timeline need to be exact to the minute?
It should be as exact as the evidence allows. Where the time is uncertain, say so, and give the best estimate with the reason. A timeline with honest gaps is more credible than one that fills every gap with a guess.
Who should I call if the insurer asks for more documents?
Ask the insurer in writing exactly what it needs and by when. Phones are answered 24/7 for the cleanup side of the work, and the crew can help with readings and logs. Keep copies of every document you send.
Sources
This guide is general information for Madison County homeowners, not a substitute for an on-site inspection. Prices are estimates. See our disclaimer.