What an insurance adjuster checks on each item you claim

Four things, from someone who checks them

We asked a property claims adjuster at a large US insurer what he looks for when a homeowner claims an item. He didn't mention forms or software. He listed four pieces of evidence: a photo of the whole item, a close-up of any manufacturer's label, the item's age, and the purchase receipt. For expensive things, he added, the item may need to be scheduled on the policy or backed by other proof of ownership.

None of this is a secret, but most people only learn it after a fire, flood or break-in, when the photos and boxes are gone. Each piece below takes a minute or two per item if you do it now.

A full photo of the item

A photo shows the item existed, roughly how big it was, and what shape it was in. Get the whole thing in the frame, ideally in the room where it lives. A photo of a sofa in your living room says more than a cropped close-up of its cushion.

Photos you already have count too. After a loss, scroll back through your phone for birthdays and holidays at home. Your adjuster will give more weight to a photo taken before the loss than to anything you photograph afterwards.

A close-up of the label

Most electronics, appliances, power tools and instruments have a sticker or plate on the back or bottom with the brand, model number and serial number. That label proves exactly which model you owned, and the model sets the price. Two 55-inch TVs from the same brand can be hundreds of dollars apart, and without the model number an adjuster has to assume the cheaper one.

Tilt the item, find the label, and take one sharp photo with no glare. The serial number also helps if something is stolen, because the police can match it to a recovered item.

How old it is

Age decides how much depreciation comes off an item's replacement price. It also decides how much of that depreciation you can win back once you replace the item, which is called recoverable depreciation. With no age on a line, an adjuster may assume it was older than it was.

You don't need the exact date. "About 2019" is far better than a blank, and a receipt or an old photo can usually narrow it down.

The receipt

A receipt proves you bought it, when, and what you paid. Most of them are already in your email: search for the store's name, "order", "your purchase" or "shipped". Store accounts, card statements and warranty registrations fill many of the gaps. If you have none for an item, our guide to an insurance claim without receipts covers what else counts.

Expensive items need more

Jewelry, watches, art, collectibles and firearms often have a sublimit, a lower cap for that kind of item no matter what it cost. A ring worth $8,000 may only be covered up to $1,500 unless it is listed on your policy by name. Check your policy for these caps, and ask your agent about scheduling anything worth more than the cap.

For these items, keep an appraisal or a certificate, the original box or papers, and a photo of you wearing or using the item. Store copies somewhere other than your house.

What happens when a piece is missing?

A missing photo or receipt rarely means an item isn't paid. It usually means more questions, a slower payment, or a lower number. Without a label, the adjuster may price a basic model. Without an age, they may use a longer time in service and take more depreciation. Without a receipt, they may ask for a statement, a photo or a written description instead.

If your adjuster questions a line, ask in writing what they would accept as proof for that item. Then send exactly that, with the line number next to it, so nobody has to match it up by hand. Most adjusters would rather pay a well-documented line than argue about a bare one.

A checklist for each item

1. Take one photo of the whole item where it lives.
2. If it has a maker's label, take a close-up of it.
3. Write down the year you got it, even if it's a guess.
4. Find the receipt, or the email, statement or warranty card that stands in for it.
5. For jewelry, art and other valuables, add the appraisal and check your policy for a sublimit.

Start with the most expensive things in each room. Those are the lines an adjuster looks at hardest, and the ones that move your settlement most.

Where Indemnia helps

Indemnia finds your receipts in your email, suggests items from a photo of each room, and shows which belongings still have no receipt or photo, so the proof is on each line before an adjuster asks for it.