Introduction

When water damage occurs, thorough documentation is essential for insurance claims, professional remediation, and legal protection. Proper documentation provides proof of damage, helps assess the severity of the situation, and ensures you receive the correct coverage from your insurance provider.

This lesson covers how to take clear photos and videos, what details to document, and best practices for organizing and submitting claims.

Why Documentation is Important

📌 Insurance Claims – Helps ensure you receive proper compensation for repairs and losses.

📌 Professional Remediation – Assists mold specialists in assessing the extent of the damage.

📌 Legal Protection – Provides evidence if disputes arise with landlords, contractors, or insurers.

💡 Tip: The more detailed your documentation, the stronger your claim will be. Take clear, timestamped imagesand backup copies of all files.

Step-by-Step Guide for Photo Documentation

Before Cleanup: Capturing Initial Damage

Take photos immediately before any cleanup begins.

• Wide shots – Capture entire rooms to show the full extent of the damage.
• Close-ups – Focus on wet materials, mold growth, stains, or bubbling paint.
• Source of water – If the leak is visible, photograph the pipe burst, roof leak, or appliance failure.
• Water level marks – Place a ruler or measuring tape next to wet areas to show depth.
• Affected belongings – Photograph damaged furniture, electronics, carpets, and documents.
• Ceilings & walls – Look for discoloration, sagging, or cracks.
• Flooring & baseboards – Check for warping, swelling, or detachment.

💡 Tip: Use good lighting. If needed, turn on a flashlight to capture water damage in dark areas.

During Cleanup: Documenting Remediation Efforts

• Drying efforts – Photograph fans, dehumidifiers, and ventilation setups.
• Removed materials – Take pictures of cut drywall, removed carpet, and soaked insulation.
• Mold growth (if present) – Show any visible mold before remediation begins.
• Hidden moisture checks – Use a moisture meter or infrared camera to document readings.

💡 Tip: If mold is suspected, wear protective gear before entering contaminated areas.

After Cleanup: Showing Restored Conditions

• Final drying results – Photograph moisture-free walls, floors, and ceilings.
• Replacement materials – Document new drywall, flooring, or furniture after installation.
• Repairs to leaks – Capture new plumbing, roofing repairs, or fixed appliances.

How to Record Effective Video Documentation

While photos capture individual details, video allows for a comprehensive walkthrough of the damage.

How to Film Your Water Damage Report

1️⃣ Start outside – Record exterior flooding or roof damage (if applicable).

2️⃣ Enter the home – Walk through each affected area, narrating key damage points.

3️⃣ Zoom in on details – Highlight wet spots, water stains, or mold growth.

4️⃣ Show depth – Use a measuring tape or point out water lines on walls.

5️⃣ Capture sound – If water is actively leaking, ensure the sound of dripping or running water is recorded.

6️⃣ Compare before & after – If possible, show older undamaged footage for reference.

💡 Tip: Speak clearly and describe the damage as if explaining it to someone who has never seen the home before.

Organizing Your Documentation for Insurance

Create a Digital File for Easy Access

• Label files clearly – Use names like “Kitchen_Flood_Before.jpg” instead of random file names.

• Organize by date – Create folders for Before, During, and After Cleanup.

• Save backup copies – Store files on a cloud service (Google Drive, Dropbox, iCloud) and a USB drive.

Prepare a Written Damage Report

• Date of incident – Note when the damage occurred.
• Cause of water damage – Identify the leak source (e.g., burst pipe, storm, or appliance failure).
• Rooms & materials affected – List damaged areas (e.g., “Water seeped into drywall and carpet in the basement”).
• List of damaged items – Include furniture, electronics, personal belongings (with estimated values if possible).
• Actions taken – Describe cleanup efforts and professionals contacted.
• 💡 Tip: Some insurance companies require specific forms. Check their website or contact them before submitting claims.

Submitting Your Claim to Insurance

Once all documentation is complete:

1️⃣ Contact your insurance provider immediately.

2️⃣ Submit photo and video evidence digitally through their claims portal or email.

3️⃣ Provide receipts for any emergency repairs, drying equipment rentals, or temporary housing costs.

4️⃣ Schedule an adjuster visit to inspect the damage in person.

💡 Tip: If your claim is denied or undervalued, request a second opinion or hire a public adjuster for an independent assessment.

Conclusion

Proper photo and video documentation ensures that your insurance claim is accurate and fully supported. By following these best practices, you can protect yourself financially and speed up the remediation process.