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📘 How to Build a Fire Recovery Binder

Created by House Fire Solutions – Helping Homeowners Rebuild with Confidence

A Fire Recovery Binder is your command center after a fire — a single place where every document, receipt, contact, and photo you need for recovery and reimbursement lives.
Use this checklist to build, organize, and maintain your binder step by step.

🧾 1. Choose Your Binder and Setup

☐ Select a durable, waterproof, fire-resistant binder (2–3 inches thick).
☐ Use sheet protectors for all documents to prevent further damage.
☐ Get dividers or labeled tabs for each recovery category.
☐ Use a zippered binder or portable case for on-the-go use.
☐ Keep an extra USB flash drive or digital backup folder inside.
☐ Add a cover label: “FIRE RECOVERY BINDER – [Your Last Name, Property Address].”

💡 Tip: Create both a physical binder and a digital version (scanned copies in cloud storage).

🏠 2. Section One: Insurance Policy & Claim Documents

☐ Copy of your homeowners’ or renters’ insurance policy (full version, not summary).
☐ Claim number, adjuster’s name, and contact information.
☐ Public adjuster contract (if applicable).
☐ Claim correspondence log – printed or handwritten.
☐ Letters, emails, and claim summaries from your insurance company.
☐ Photos and notes from your initial adjuster inspection.
☐ Copies of Proof of Loss forms, estimates, and payment letters.
☐ Insurance coverage breakdown (dwelling, personal property, ALE, debris, etc.).
☐ Reimbursement tracking sheet for payments received and pending.

💡 Tip: Keep sticky notes or a running list of claim issues or unresolved items in this section.

📸 3. Section Two: Damage Documentation

☐ Before-and-after photos of every room and item.
☐ Video walk-throughs (QR code link or USB drive).
☐ Date-stamped images for insurance proof.
☐ Contractor damage assessments or inspection reports.
☐ Smoke and water damage notes (include HVAC, roof, and structure).
☐ Environmental reports (asbestos, soot, or chemical residue).

💡 Tip: Keep digital versions of all photos on a USB drive stored inside the binder.

🧰 4. Section Three: Repairs, Contractors, and Restoration

☐ Fire restoration company contracts and business cards.
☐ Repair estimates (itemized by contractor or company).
☐ Work authorization forms signed by you and contractors.
☐ Receipts and invoices for all restoration work.
☐ Contractor license and insurance certificates.
☐ Inspection reports (structural, electrical, HVAC, plumbing).
☐ Permits and approvals from local building authorities.
☐ Timeline tracker for project milestones and completion dates.

💡 Tip: Add a “Red Flag” page for delays, disputes, or unresponsive contractors.

🧍‍♀️ 5. Section Four: Additional Living Expenses (ALE)

☐ Temporary housing contracts (hotel, Airbnb, or rental lease).
☐ Receipts for lodging, meals, gas, and laundry.
☐ Invoices for pet boarding, storage units, or transportation.
☐ Copies of reimbursement requests submitted to insurance.
☐ ALE claim summary showing approved and pending payments.
☐ Notes on communication with adjuster regarding ALE extensions.

💡 Tip: Organize receipts by date — it makes claim reconciliation easier.

🛋️ 6. Section Five: Personal Property Inventory

☐ Master inventory list (room-by-room).
☐ Photos of damaged or missing items.
☐ Original receipts or credit card statements for proof of purchase.
☐ Online price comparisons or replacement value estimates.
☐ Item condition notes (Destroyed / Smoke Damage / Salvageable).
☐ Personal property claim form copies.
☐ Total value summary (before and after replacements).

💡 Tip: Keep a printed and digital version of your Home Inventory Form (Before & After Fire) here.

📂 7. Section Six: Financial & Legal Documents

☐ Mortgage documents or lender correspondence.
☐ Deeds, titles, and property tax statements.
☐ Loan payment deferment or hardship requests.
☐ Bank statements showing emergency withdrawals.
☐ FEMA or SBA disaster loan documents.
☐ Receipts for filing fees, notarizations, or legal consultations.
☐ Insurance policy renewals or updates made post-fire.

💡 Tip: Mark any time-sensitive deadlines with colored tabs.

📞 8. Section Seven: Contacts & Communication Log

☐ Insurance adjuster and supervisor contacts.
☐ Public adjuster or claims consultant.
☐ Fire restoration contractor and project manager.
☐ City inspector, building department, and permit office contacts.
☐ Mortgage company representative.
☐ Utility providers (gas, water, power) for reconnection.
☐ Emergency response contacts (fire marshal, Red Cross, etc.).
☐ Neighbors or family assisting during recovery.
☐ Communication log (calls, emails, and in-person meetings).

💡 Tip: Include a “Quick Contacts” sheet in the binder’s front pocket.

🧾 9. Section Eight: Expense & Reimbursement Tracking

☐ Expense log for all purchases and transactions since the fire.
☐ Copies of every receipt and payment confirmation.
☐ Insurance payment tracker for advances, partials, and final settlements.
☐ Spreadsheet of total claimed vs. reimbursed amounts.
☐ Notes on denied claims or appeals submitted.

💡 Tip: Use color codes (🟩 reimbursed, 🟨 pending, 🟥 denied) for clarity.

📜 10. Section Nine: Official Correspondence & Letters

☐ Letters or emails from your insurance company.
☐ Contractor proposals and responses.
☐ Letters from mortgage lender or HOA.
☐ Government assistance communications.
☐ Insurance claim acknowledgment and closure letters.
☐ Policy update notices post-fire.

💡 Tip: Print digital letters and file them chronologically for quick reference.

📚 11. Section Ten: Recovery Notes & Personal Reflections

☐ Timeline of major milestones (fire date, claim filing, move-out, rebuild).
☐ Lessons learned – what worked, what didn’t.
☐ Names of trusted professionals or helpful organizations.
☐ Photos of progress and recovery.
☐ Personal journal entries for emotional recovery.

💡 Tip: Reflection pages can also help if you’re ever asked to testify or verify details later.

🔁 12. Section Eleven: Digital Backup

☐ USB flash drive or external hard drive copy of all documents.
☐ Cloud storage folder (Google Drive, Dropbox, OneDrive, etc.).
☐ Scanned PDFs of every binder section.
☐ Password-protected access shared with a trusted person.
☐ Quarterly backup reminder added to your calendar.

💡 Tip: Store digital backups in your Fireproof Storage & Document Safety Guide setup.

🧠 13. Section Twelve: Ongoing Maintenance

☐ Update binder whenever you receive new claim updates or payments.
☐ Archive completed sections once repairs are finished.
☐ Review the binder every 3–6 months for accuracy.
☐ Add new emergency contact info and updated insurance documents.
☐ Keep a summary page of what’s left to do in recovery.

💡 Tip: Treat this binder as your ongoing roadmap — not just a temporary file.

✅ 14. Final Homeowner Action Steps

☐ Label and store your Fire Recovery Binder in a safe, accessible location.
☐ Keep a digital duplicate in secure cloud storage.
☐ Share access with your insurance adjuster or recovery consultant if needed.
☐ Review binder contents annually to ensure readiness for future emergencies.
☐ Consider making a smaller Emergency Evacuation Folder with your most essential pages.