Submitting Proof of Loss for Property Insurance Claims

Filing a property insurance claim starts with submitting a Proof of Loss—a formal document that outlines your damage, losses, and coverage expectations. Done correctly, it speeds up your payout. Done poorly, and it invites delays or denials. Here’s how to make your submission precise, credible, and effective.

1. Understand What “Proof of Loss” Means

A Proof of Loss is a sworn statement you submit to your insurer, listing:

• What was damaged—structural, contents, personal property

• When the loss occurred—date and time details

• How the damage happened—cause or event description

• Financial value of losses—cost estimates, receipts, or appraisals

• Covered perils—matching the loss to policy protection (like fire, wind, theft)

Failure to complete it accurately can give insurers grounds to delay or decline payment.

2. Collect Proper Documentation

Accuracy is essential. Gather:

• Photos or videos of damage before cleanup

• Receipts and invoices for repaired or replaced items

• Professional estimates (contractors, restorers, appraisers)

• Signed statements from witnesses (e.g., neighbors for storm damage)

• Official reports—fire department, police, or adjusters

Supporting evidence reduces back-and-forth and speeds processing.

3. Fill Out the Form Correctly

Most insurers provide a standard form requiring:

• Policy number and personal details (address, contact)

• Coverages claimed (structure, contents, additional living expenses)

• Itemized loss breakdown with descriptions, dates, values

• Repairing party details and estimate amounts

Attach photos, invoices, and estimates neatly—organized and labeled for quick inspection.

4. Be Thorough, But Reasonable

• Down to the dollar matters—easy for insurers to verify

• Inventories must be complete and defensible

• Keep copies of everything you submit

Avoid overestimating—it can trigger audits or fraud investigations.

5. Submit on Time

Proof of Loss forms often have tight deadlines—commonly 30–60 days from loss date or from national or state requirement. Missing this window can lead to a complete denial. Submit online, by mail, or via your agent before the deadline—and ask for confirmation.

THAgency will monitor your deadlines so you never miss your window.

6. Follow Up with Your Adjuster

After submission:

• Confirm they’ve received and accepted the form

• Ask if additional documents (like contractor résumés or permits) are needed

• Participate in follow-up inspections

• Stay responsive until settlement

THAgency proactively coordinates with your adjuster to prevent unnecessary delays.

7. Resolve Disputes Efficiently

If the insurer disputes your valuation or coverage:

• Offer comparable appraisals or multiple estimates

• Ask for itemized explanations of their valuation

• Request mediation or appraisal clauses (if applicable)

• If still unresolved, involve your state’s insurance department or hire legal counsel

THAgency can connect you with property claims experts or attorneys to help strengthen your position.

Final Takeaway

Submitting a Proof of Loss properly is your gateway to a fair settlement. With clear documentation, timely filing, and strategic follow-up, you protect your rights and streamline the payout process. Backed by THAgency, you’ll avoid common pitfalls and maximize your recovery.

Ready to File Your Claim with Confidence?

Get a free claim consultation with THAgency today. We’ll help you prepare your Proof of Loss, ensure compliance with deadlines, and advocate for you—speeding up your settlement every step of the way.