Filing an insurance claim can feel overwhelming, especially when you're already dealing with property damage, a car accident, or another stressful event. Getting the process wrong can delay your payout or reduce the settlement you deserve. Follow these steps carefully and you'll move through the process with confidence.
Document the Damage Before You Do Anything Else
The moment it's safe to do so, start documenting. Take photos and videos of every affected area from multiple angles. Don't throw away damaged items — adjusters need to see them. Write down dates, times, and a description of exactly what happened while your memory is fresh.
If you have receipts, warranties, or serial numbers for damaged property, gather those too. This evidence becomes the foundation of your entire claim.
Review Your Policy Before You Call
Before you contact your insurer, spend 20 minutes reviewing your declarations page and policy documents. You need to know:
- Your deductible amount (commonly $500–$5,000 for homeowners policies)
- What perils are covered and excluded
- Whether you have replacement cost value (RCV) or actual cash value (ACV) coverage
- Any deadlines for filing — many policies require you to report claims "promptly," and some set hard deadlines of 30–60 days
Understanding your coverage prevents surprises and helps you push back if the insurer misinterprets your policy.
Notify Your Insurance Company
Call your insurer's claims line or file online through their portal. Have your policy number ready. During this call, you'll receive a claim number — write it down and use it in every future communication.
Be factual and concise when describing the loss. Don't speculate about cause or admit fault for anything. Stick to what you observed.
Secure the Property and Make Temporary Repairs
Most policies require you to prevent further damage. If a storm blew out a window, cover it with plywood. If a pipe burst, shut off the water. Keep every receipt for temporary repairs — these costs are typically reimbursable under your policy's "protection of property" clause.
Do not make permanent repairs until the adjuster has inspected the damage.
Meet With the Insurance Adjuster
Your insurer will assign a staff adjuster or independent adjuster to assess the damage. They work for the insurance company, not for you. During the inspection:
- Walk them through every area of damage — don't let them rush
- Point out damage they may overlook (hidden water damage, structural issues)
- Take your own notes and photos during the walkthrough
- Ask how long the estimate process will take
Adjusters often follow software-driven pricing tools like Xactimate, which can undervalue local labor and material costs. Don't accept the first estimate as final.
Consider Hiring a Public Adjuster
If the damage is significant — typically $10,000 or more — or if your claim is complex, consider hiring a public adjuster. Unlike the insurance company's adjuster, a public adjuster works exclusively for you. They handle documentation, negotiate with the insurer, and typically charge 10–15% of the final settlement.
Studies and industry data consistently show that policyholders represented by public adjusters often receive larger settlements than those who go it alone. If you're unsure where to find a reputable one, Mercoly lets you compare and find trusted insurance claims and public adjuster providers in one place, so you're not searching blind.
Review the Settlement Offer Carefully
Once the adjuster submits their report, you'll receive a written settlement offer. Go through it line by line:
- Does it cover all documented damage?
- Are labor and materials priced accurately for your area?
- Have they applied the correct depreciation rates?
- Is the deductible applied correctly?
You have the right to negotiate. Submit a written counteroffer with supporting documentation — contractor estimates, photos, and comparable costs. Most claims are negotiable, and insurers expect some back-and-forth.
Understand the Appraisal and Dispute Process
If you and your insurer can't reach an agreement, your policy likely includes an appraisal clause. Each party hires their own appraiser, and a neutral umpire resolves the dispute. This process can take 30–90 days but often resolves claims without litigation.
For serious bad faith handling — delays, lowball offers, or claim denials without justification — consult a public adjuster or attorney who specializes in insurance disputes.
Keep a Claim File Throughout the Process
Create a dedicated folder (physical or digital) with:
- All correspondence with your insurer
- Claim number and adjuster contact info
- Photos, videos, and damage logs
- Repair estimates and receipts
- Settlement offers and counteroffers
Good recordkeeping protects you if the claim drags on or escalates.
Start documenting your damage and reviewing your policy today — the sooner you act, the stronger your claim will be.