Property damage report checklist
A damage report has one job: convince a third party — an insurance adjuster, a landlord, a court — that specific damage exists, when it occurred, and what it will cost to repair. That requires structured evidence, not a handful of texted photos. This checklist runs a damage report in the format adjusters actually accept.
Who it's for
Landlords and tenants documenting damage for a deposit or insurance claim, contractors preparing scope-of-work reports, and insurance-claim documenters.
Key facts
- Adjuster-accepted evidence structure
- Timestamped photos with context + close-up
- Repair scope and estimate notes per finding
- PDF packet suitable for claim submission
The full checklist
- 1Date, address, and policy reference
Photograph or record the date, unit address, and (if insurance) policy number.
- 2Cause of loss statement
Short factual description: 'Water damage from failed supply line under kitchen sink, discovered 12 Oct.'
- 3Overall damage overview
Wide photos of every affected area before close-ups.
- 4Per-item damage documentation
For each damaged item: wide shot for context, close-up for detail, item description, approximate age, replacement cost estimate.
- 5Adjacent-area photos
Photograph adjacent undamaged areas to establish the extent.
- 6Cause evidence
Photograph the source (broken pipe, damaged appliance, weather condition) if visible.
- 7Mitigation steps taken
Photograph any immediate mitigation (water shutoff, tarping, dehumidifier) — insurers require documented mitigation.
- 8Estimates and contractor bids
Attach or photograph any repair estimates already obtained.
- 9Reviewer sign-off
For portfolios, have the property manager or claims adjuster confirm.
- 10Submit packet
Export the PDF and submit to the insurer, landlord, or opposing party.
Pro tips
- Mitigation is a policy requirement — undocumented mitigation is often disallowed even when it clearly happened.
- Two photos per item is the minimum: one wide, one close.
- Do not repair before documenting. Once repaired, the evidence is gone.
Frequently asked
Will insurers accept a DoneTrace PDF?⌄
Insurers accept dated photo evidence in PDF form; the DoneTrace packet is compatible with standard claim submissions. Individual carriers may want additional forms.
How soon do I need to document?⌄
Same day. Every hour delay makes it harder to attribute damage to a specific event.
Can I include video?⌄
DoneTrace attaches photos and files per step. Short video clips can be uploaded as file attachments.
Run this checklist in DoneTrace
Every step is a photo-backed proof point. Get an audit-ready PDF the moment you finish.