The Calm Before the Claim Part 2: Documentation Before the Damage

daniel33876
Jul 9
3 min read

Updated: Jul 15

Every hurricane season, I meet property owners who tell me the same thing:

"I wish I had taken pictures before the storm."

By the time they're saying those words, it's too late.

One of the most valuable pieces of evidence in any insurance claim is documentation created before damage occurs. As a Public Adjuster, I've seen firsthand how taking the time to document your property before a hurricane can eliminate disputes, support the scope of damage, and strengthen a policyholder's claim.

The good news is that creating a complete photo and video record doesn't require expensive equipment or days of preparation. A few simple steps today can save countless hours and potentially thousands of dollars after a hurricane.

Start with a Complete Video Walkthrough

Your smartphone is one of the best documentation tools you own.

Walk through every room slowly, opening cabinets, closets, drawers, and storage areas as you record. Narrate what you're seeing, especially if you've recently remodeled, replaced flooring, installed new appliances, or completed other improvements.

Don't stop at the house. Record detached garages, workshops, barns, storage buildings, and other structures.

For commercial properties, document offices, warehouses, equipment, inventory, and production areas.

A video captures context that individual photographs often miss.

Then Capture the Details

After recording your walkthrough, take clear photographs throughout the property.

Be sure to include:

• Every room from multiple angles

• Walls, ceilings, flooring, and trim

• Cabinets and countertops

• Appliances and built-in fixtures

• Electrical panels and HVAC equipment

• Plumbing fixtures

• Windows and doors

For commercial properties, photograph machinery, tools, computers, specialized equipment, inventory, and work areas.

These photos establish the condition of your property before a storm ever arrives.

Don't Overlook the Exterior

Some of the most significant hurricane claims involve exterior damage.

Photograph:

• All four sides of the structure

• Roofing materials (from the ground whenever possible)

• Gutters and downspouts

• Siding or brick veneer

• Windows and shutters

• Fences and gates

• Driveways and sidewalks

• Landscaping

• Pools and outdoor kitchens

• Detached buildings and sheds

These images can help distinguish storm-related damage from normal aging or wear.

Document Your Roof Safely

Roof damage often represents one of the largest portions of a hurricane claim.

If it can be done safely, document your roof before hurricane season. If climbing onto the roof isn't safe or you're uncomfortable doing so, don't.

Instead:

• Take photos from the ground using your phone's zoom feature

• Photograph the roof from a second-story window if available

• Use a drone if you know how to operate one safely

• Hire a qualified professional for a roof inspection and documentation

No photograph is worth risking an injury.

Preserve the Details That Add Value

Many claims become more difficult because important supporting documentation no longer exists.

Take time to organize:

• Contractor invoices

• Paid receipts

• Warranty information

• Permits, when applicable

• Before-and-after renovation photos

• Serial numbers for appliances, HVAC systems, generators, electronics, and equipment

For farms, ranches, and commercial properties, include machinery, implements, trailers, and specialty equipment.

These records can help establish ownership, verify upgrades, and support replacement costs after a loss.

Protect Your Evidence

Your documentation is only valuable if you can access it after a storm.

Store copies of your:

• Photos and videos

• Insurance policies

• Receipts and invoices

• Renovation records

• Equipment documentation

Use a secure cloud storage service so your records remain available even if your home, phone, or computer is damaged.

Whenever possible, leave your original photos and videos unedited so the embedded date and time information remains intact.

The Mistakes I See After Nearly Every Hurricane

After handling property claims for more than two decades, I continue to see the same preventable mistakes.

Property owners often:

• Wait until a storm is approaching

• Photograph only expensive belongings

• Forget detached structures, garages, barns, or storage areas

• Fail to document renovations and upgrades

• Store documentation on only one device

• Throw away receipts and invoices

• Take too few photographs

Most of these mistakes take only a few minutes to avoid but can create significant challenges during the claims process.

Experience Matters

One lesson has remained constant throughout my career as a Public Adjuster: documentation created before a loss is almost always more valuable than documentation created afterward.

After a hurricane, property owners are often trying to remember everything they owned while dealing with damaged property, displaced families, business interruptions, and the stress of recovery. That's an incredibly difficult position to be in.

Spending just an hour documenting your property today can save weeks of frustration during the claims process tomorrow.