File your claim as soon as possible after the loss or damage occurs

The first step is to contact your insurance company within the timeframe stated in your policy — most policies require you to report a claim within 30 to 90 days, though some are stricter. Find the claim phone number on your insurance card, your policy document, or the company's website. Have your policy number ready when you call.

When you call, tell the representative what happened, when it happened, and what was damaged or lost. They will open a claim file and assign you a claim number. Write this number down — you will need it for every step that follows. The representative will also tell you what documents to gather and whether an adjuster will visit your home or if you can submit photos instead.

Some insurance companies also let you file a claim through their mobile app or website portal. This route is faster if your loss is straightforward — a stolen phone, a minor car accident, or a small water leak. For major damage like a house fire or a totaled vehicle, calling is usually better because you can ask questions in real time.

Key Takeaways

  • Call your insurance company within the important date in your policy, usually 30 to 90 days after the loss, and have your policy number ready.
  • Gather photos, receipts, repair estimates, and a written list of what was damaged or lost before you submit anything to the insurance company.
  • An adjuster may inspect the damage in person, or you may be asked to submit photos and documentation through the company's website or app.
  • Keep copies of every document you send to your insurance company and write down the names and dates of every conversation you have with them.
  • If the insurance company denies your claim or offers less than you expected, you have the right to ask for a review or file a complaint with your state's insurance department.

Gather photos, receipts, and repair estimates before you submit anything

Do not wait for the adjuster to arrive before you document the damage. Take clear photos and videos of everything that was damaged, destroyed, or stolen. Show the full scope of the damage — wide shots of the room or area, close-ups of specific items, and photos of any visible cause (a broken window, a burnt section of roof, a dented car door). If it is safe to do so, take photos from multiple angles.

Write down a list of everything that was damaged or lost, including the brand, model, age, and approximate cost of each item if you know it. For high-value items like jewelry, electronics, or furniture, find the original receipt or look up the current replacement cost online. If you have photos of the items before the damage — a photo of your living room from last month, a picture of your car from when you bought it — include those too.

If you are filing a claim for damage that needs repair (a roof leak, a car accident, water damage), get at least one written estimate from a repair shop before you submit your claim. Some insurance companies will send their own adjuster to assess the damage, but having an independent estimate shows what the actual cost is. Keep the original estimate and any receipts from emergency repairs you had to make right away.

Submit your documentation through the method your insurance company specifies

Your insurance company will tell you how to send your photos, estimates, and list of damaged items. Most companies now accept documents through their website portal or mobile app — you can upload photos directly and track the status of your claim in real time. Some still accept documents by email, mail, or fax. Use the method the company tells you to use, because submitting through the wrong channel can delay your claim.

When you upload or send documents, include a cover letter or email that lists everything you are sending. Write something like: "Attached are photos of the damage, a list of damaged items, and a repair estimate from ABC Repair Shop. My claim number is 12345678." This makes it clear what the insurance company is receiving and prevents documents from getting lost in their system.

Keep a copy of everything you send — take a screenshot of the upload confirmation, print a copy of the email you sent, or save the documents to a folder on your computer. You will need these copies if there is a dispute later about what you submitted and when.

Cooperate with the adjuster's inspection if one is required

For larger claims, your insurance company will send an adjuster to inspect the damage in person. The adjuster is an employee or contractor hired by the insurance company to assess what happened and estimate the cost to repair or replace the damaged items. Schedule the inspection at a time that works for you — the company cannot force you to let them in at an inconvenient time.

When the adjuster arrives, walk them through the damage and point out everything that was affected. Show them the photos you took, the repair estimates you gathered, and the list of damaged items. Answer their questions honestly and completely. If you do not understand something they are asking, ask them to explain it. Do not agree to anything or sign anything unless you understand what it says.

After the inspection, the adjuster will write a report and send it to the insurance company. This report becomes the basis for the company's decision about how much to pay. You will usually receive a copy of the report, or at least a summary of it, within one to two weeks.

Review the insurance company's decision and the payment amount

Once the insurance company has reviewed your claim, they will send you a decision letter. This letter will say whether your claim is approved, denied, or approved for a partial amount. It will also explain the reason for their decision and the amount they are offering to pay, if any.

Read this letter carefully. If the company approved your claim, the letter will tell you how the payment will be sent — usually by check or direct deposit — and when you can expect it. If the company denied your claim or offered less than you expected, the letter should explain why. Common reasons include: the damage is not covered under your policy, the damage happened before your coverage started, you did not meet the important date to file, or the damage was caused by something your policy excludes (like flood or earthquake).

If you disagree with the decision, you have options. You can ask the insurance company to reconsider, file a complaint with your state's insurance department, or hire a public adjuster or attorney to review the claim on your behalf. Do not ignore a denial letter — most policies have a time limit for you to challenge the decision, usually 30 to 60 days.

Receive your payment and complete any required repairs

If your claim is approved, the insurance company will send you the payment. For property damage claims (home, car, or personal items), the check is usually made out to you and the contractor or repair shop, or to you and your mortgage lender or lienholder. This is called a two-party check and it protects the insurance company by making sure the money goes toward repairs rather than other expenses.

If the check is made out to multiple parties, all parties must sign it before you can cash it. This means you and the repair shop both need to endorse the check. Some repair shops will handle this step for you; others will ask you to sign first and then they will sign. Ask the repair shop how they prefer to handle it.

Once you have the payment, you can hire a contractor to do the repairs or replace the damaged items. Keep all receipts from the repair work — your insurance company may ask to see them later. If the repair costs more than the insurance company paid, you are responsible for the difference. If the repair costs less, you keep the difference.

Keep records of your entire claim from start to finish

Throughout the claims process, write down the date, time, and name of every person you speak to at your insurance company. Keep a straightforward log: "Called claims department on March 15 at 2 p.m., spoke to Sarah Chen, claim number 12345678, asked about timeline for adjuster visit." This record protects you if there is a disagreement later about what was promised or what was said.

Save every document related to your claim in one folder — your policy, the claim number, photos of the damage, repair estimates, the adjuster's report, the decision letter, the payment check, and receipts from repairs. Keep these records for at least three to seven years, depending on your state's laws. If a question comes up later, you will have proof of what happened and what you paid.

If you filed a claim for theft or vandalism, also keep a copy of any police report you filed. Insurance companies often require a police report number before they will pay a theft claim, so having this document ready speeds up the process.

Frequently Asked Questions

How long does it take to get paid after I file a claim?

Most insurance companies pay approved claims within 30 days of receiving all the documents they need. straightforward claims with clear damage and no disputes may pay in one to two weeks. Complex claims that require an adjuster inspection or investigation can take 60 to 90 days. Your insurance company should tell you an estimated timeline when you file.

What if the insurance company offers less money than my repair estimate?

Ask the insurance company in writing why their estimate is lower than the repair shop's estimate. Sometimes the adjuster and the repair shop disagree on what needs to be fixed or how much it should cost. You can ask for a second opinion from another repair shop, or you can hire a public adjuster to review the claim and negotiate on your behalf. Public adjusters charge a fee (usually 5 to 10 percent of the settlement), but they may recover enough extra money to make it worthwhile.

Can I file a claim if I am not sure whether my policy covers the damage?

Yes. File the claim and let the insurance company determine whether it is covered. The worst they can do is deny it. If you wait too long trying to figure it out, you may miss the important date to file, and then the company can deny the claim straightforward because you filed too late. It is better to file and ask questions than to miss the important date.

What happens if I disagree with the adjuster's report?

You can request a copy of the report and review it carefully. If you believe the adjuster made a mistake or missed damage, contact your insurance company and ask them to reconsider. You can also hire your own adjuster or engineer to inspect the damage and provide a competing report. Some policies include a process called appraisal or mediation that lets you and the insurance company bring in neutral third parties to resolve the disagreement.

Do I have to use the repair shop the insurance company recommends?

No. You can use any licensed, reputable repair shop you choose. The insurance company may have a preferred vendor network, but they cannot force you to use those shops. If you use a shop outside their network, you may have to pay the difference if the shop charges more than the insurance company's estimate, but you have the right to choose.