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🔥 Documents and Evidence to Gather for Your Fire Insurance Claim

(A complete checklist from House Fire Solutions to help you get every dollar you deserve.)

This list is designed for homeowners and property owners who’ve recently suffered a house fire — whether they’re filing independently or working with adjusters or restoration pros.
It can be used for your website, client guides, or turned into an Excel checklist or printable PDF for homeowners.

🧾 1. Core Insurance and Identification Documents

These are the documents that prove ownership, coverage, and identity.
Gather immediately:

Homeowners insurance policy (full policy + declarations page)
Insurance claim number and adjuster’s contact info
Mortgage documents or property deed
Driver’s license or government-issued ID
Social Security cards (for proof of identity on claims)
Lease agreement (for tenants or landlords)
Proof of home ownership or title report
Recent mortgage statement or escrow info (for payoff verification)
HOA or property management contact details (if applicable)
Prior insurance correspondence (renewals, amendments, or endorsements)

🏠 2. Fire Department and Official Reports

Official records help establish the cause and timeline of the fire.
Gather these as soon as available:

Fire Department Report (official incident report)
Fire Investigator’s Report (if cause determination was made)
Police or incident report (if arson, vandalism, or electrical fire suspected)
City or county building inspection report (structural safety)
Permits or red-tag notifications from local officials
Utility disconnection records (gas, power, water)

📸 3. Photos, Videos, and Visual Evidence

Visual documentation is your most powerful proof for your insurer.
Capture or organize:

Photos of the exterior (all sides of the property)
Photos of interior damage, room by room
Videos showing the overall property condition after the fire
Photos of each damaged item (furniture, appliances, clothing, etc.)
Close-ups showing serial numbers, tags, or model labels
“Before” photos (from your phone, social media, or home tours)
Photos of emergency repairs (board-up, tarp, cleanup, etc.)
Date/time-stamped images (keep file metadata intact)
Aerial or drone photos (if accessible)

📦 4. Proof of Ownership and Home Contents Inventory

These records prove that you owned the damaged items.
Gather:

Original purchase receipts (electronics, furniture, appliances, tools)
Credit card and bank statements showing purchase history
Warranties, product manuals, or serial numbers
Home inventory lists (if you had one prior to the fire)
Photos of items in use (from social media or family photos)
Appraisals (for jewelry, art, or collectibles)
Gift receipts or estate records (for inherited items)
Professional valuation documents (if available)
House Fire Solutions Home Inventory Spreadsheet (recommended tool)

💵 5. Financial and Expense Records

Expenses you incur after the fire may be reimbursable under Additional Living Expenses (ALE) or Loss of Use coverage.
Gather:

Hotel or temporary housing receipts
Rent or lease agreements for temporary lodging
Meal receipts, grocery bills, and delivery charges
Transportation expenses (fuel, rental car, public transit)
Storage unit rental receipts
Laundry, dry cleaning, or clothing purchases
Pet boarding or veterinary receipts
Utility bills for temporary residence
Childcare or school-related transportation receipts
Replacement of essential items (toiletries, medical needs, etc.)
Credit card statements to support all receipts
Fire cleanup and mitigation invoices (board-up, debris removal)
Any deposits or payments made to contractors
Copies of checks, Venmo, Zelle, or wire payments related to recovery
Copies of all invoices submitted to your insurance company

🔧 6. Home Repair and Contractor Estimates

Insurers require itemized repair and restoration documentation.
Gather:

Estimates from licensed contractors (at least two or three)
Detailed line-item quotes for materials and labor
Roofing, HVAC, electrical, and plumbing inspection reports
Structural engineering reports (if applicable)
Cleanup or restoration company quotes (smoke, soot, water mitigation)
Photos or diagrams provided by contractors
Copies of permits and inspection sign-offs
Signed contracts and warranties from any ongoing work
House Fire Solutions Vetted Contractor List (recommended reference)

📑 7. Insurance Claim Documentation

Everything related to your communication and correspondence with your insurer.
Keep:

Claim number and adjuster’s full name/contact
Copies of all claim forms submitted
Emails, letters, and text messages with your adjuster
Adjuster’s written reports and valuation summaries
Coverage explanation letters
Settlement offer letters and breakdowns
Checks and payment summaries (dwelling, contents, ALE)
Proof-of-loss forms (with your signature and submission date)
Appeal or dispute letters
Adjuster inspection notes or photos (if available)

💬 8. Communication & Claim Log

Keeping a clear paper trail is key to avoiding misunderstandings.
Maintain:

A Claim Communication Log with:
Date/time of call or meeting
Name and title of person spoken to
Summary of conversation
Next steps or promised follow-up
Printed or saved email threads
Notes from in-person inspections or meetings
Calendar reminders of claim deadlines

🧑‍💼 9. Professional Assessments and Third-Party Reports

Independent experts can help confirm or support your claim.
Gather:

Independent appraiser reports (personal property or structural value)
Environmental testing results (air, asbestos, lead, mold)
Electrical, plumbing, or HVAC inspection reports
Smoke residue analysis (if disputed coverage)
Contractor written evaluations
Public adjuster reports and valuations
Attorney correspondence (if legal support is needed)

🧰 10. Rebuilding and Restoration Documentation

Once work begins, continue keeping organized documentation.
Gather:

Contractor invoices and receipts
Material and supply receipts (paint, drywall, flooring, etc.)
Permit applications and final inspection reports
Change orders or upgrade approvals
Completion certificates or lien releases
Progress photos at different rebuild stages
Payment receipts and proof of deposits

🧯 11. Personal, Emotional, and Health-Related Documentation

These may be relevant for certain coverages or future records.
Gather:

Medical records (if injury or smoke inhalation occurred)
Prescription receipts for replacements
Counseling or therapy receipts (post-trauma care)
Pet medical records or replacement costs
Letters or statements for sentimental losses (for valuation context)

🧠 12. Optional But Valuable Supporting Materials

Extra documentation that strengthens your claim:

Appraisal reports for high-value items
Home inspection reports (before the fire)
Photos of home upgrades or renovations
Copies of home improvement permits
Home maintenance records (roof, HVAC service, etc.)
Security camera footage (if available)
Witness statements from neighbors or tenants
Insurance agent emails confirming previous coverage changes

🧩 13. Digital Organization Tips

Keeping your evidence organized can speed up your claim by weeks.
Pro Tips from House Fire Solutions:

Create a Google Drive or Dropbox folder labeled “Fire Claim – [Your Last Name].”
Subfolders to include:
📁 Photos & Videos
📁 Receipts & Expenses
📁 Insurance Communication
📁 Contractors & Estimates
📁 Official Reports
📁 Settlement & Payments
Back up all files to at least two locations (cloud + external drive).
Keep physical copies in a fireproof document safe.