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Claim Guide · All Types
Claim Documentation Checklist
Complete, well-documented claims settle faster and for more. Use this checklist to gather everything your adjuster needs — before you file and throughout the process.
All Claim Types — Required
- Insurance policy number and declarations page
- Date, time, and location of the incident
- Factual description of what happened (written)
- Photos and videos of all damage — before cleanup or repairs
- Names and contact information of all parties involved
- Names and contact information of witnesses
- Police, fire, or official incident report number (if applicable)
By Claim Type — Additional Documents
Auto Claims
- Other driver's name, address, phone, and license number
- Other driver's insurance carrier and policy number
- All vehicle plate numbers and VINs
- Police report with officer name and badge number
- Photos of all vehicles, scene, road conditions, and signs
- Towing receipts and rental car expenses
- Repair estimates from at least two licensed auto shops
- Medical records and bills for any injury-related treatment
- Documentation of missed work / lost wages (if injury claim)
Home Claims
- Photographs and video of all damaged areas — structure and contents
- Written inventory of damaged personal property (description, date, value)
- Serial numbers for damaged electronics and appliances
- Receipts for emergency mitigation work (board-up, water extraction)
- Repair estimates from two or more licensed contractors
- Purchase receipts or credit card records for high-value items
- Fire department or official disaster response report
- Hotel and meal receipts if home is uninhabitable (ALE claim)
- Contractor invoices once repairs are complete (for depreciation recovery)
Life Claims
- Certified death certificate (typically 3–5 original copies)
- Original insurance policy documents (or request from carrier)
- Completed beneficiary claim form (provided by carrier)
- Government-issued photo ID for each beneficiary
- Social Security number for each beneficiary
- Proof of relationship to insured (if not named beneficiary)
- Completed W-9 form for U.S. tax reporting
- Additional forms for AD&D riders or business-owned policies
Commercial Claims
- 12–24 months of profit and loss statements
- Business tax returns (2 most recent years)
- Payroll records and employee count documentation
- Fixed cost schedule (rent, utilities, loan payments)
- Inventory records at time of loss
- Contracts showing expected future revenue
- Vendor and supplier receipts for damaged inventory or equipment
- Security footage and incident logs
- Employee statements describing the incident
- Legal demands, complaints, or court filings received
- Commercial lease agreements (for property damage disputes)
Documentation Best Practices
Photograph Before Cleanup
Take extensive photos from multiple angles before any cleanup, repair, or debris removal begins. This is your most important evidence.
Save Every Receipt
Emergency mitigation, hotel stays, meals, rental vehicles, and medical visits are all potentially reimbursable. Save every receipt from the moment the incident occurs.
Create a Written Narrative
Write a factual, chronological account of what happened as soon as possible while the details are fresh. Stick to facts — avoid speculation or fault assignment.
Use a Written Inventory
For property claims, a written inventory of damaged items with purchase dates and values is far more credible — and recoverable — than relying on memory during the claims process.
Documentation Checklist FAQ
No. File your claim immediately, then add documentation as it becomes available. Your claim number is created when you file — not when you submit all documents. Gathering documents in parallel is fine. Missing documentation after filing is common and expected.
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Gather what you can and contact your carrier or VKOVR advisor. We help you identify and collect any missing documentation.
