ARS PROPERTY-DAMAGE FIELD GUIDE

Fire & Smoke Damage Documentation Checklist

A practical evidence system for conditions, contents, emergency work, communications, and expenses—without entering unsafe areas or disturbing the loss unnecessarily.

Documentation never justifies unsafe entry. Photograph only from released areas and follow fire-department, investigator, utility, and building-safety restrictions.

Set up the file before taking hundreds of photos

Create one master folder using the property address and loss date.
Add subfolders for exterior, each room, building systems, contents, emergency work, estimates, insurer correspondence, receipts, and signed documents.
Keep a master chronology with date, time, person, organization, topic, instruction, commitment, and next step.
Preserve original files. Edit copies if you need to crop, annotate, or reduce file size.
Back up the folder to a second secure location.

Photo and video sequence

Orientation: street view, address, all exterior elevations, roofline where visible, access points, utility locations, and fire-department openings.
Room context: photograph the room entrance, then each wall, ceiling, floor, windows, doors, built-ins, and major contents.
Damage detail: closer views of charring, heat effects, staining, residue, water, corrosion, broken glazing, openings, and damaged finishes.
Pathways: adjoining rooms, hallways, stairwells, closets, ceiling void access, HVAC supplies and returns, and lower levels when accessible.
Scale and identity: add a ruler or reference object when useful; capture labels, model and serial numbers without obscuring the condition.
Video walk-through: narrate the date, location, room, direction of travel, and visible condition. State what you know separately from what you suspect.

Re-photograph after each major change: board-up, water extraction, contents movement, selective removal, cleaning, drying completion, and reconstruction milestones.

Room-by-room contents record

For each item or logical group, record:

Room and precise location.
Plain-language description, brand, model, serial number, approximate age, and quantity when known.
Visible condition and type of exposure observed.
Photo or video file reference.
Disposition status: remains onsite, moved, packed, cleaned, evaluated, stored, disposed, or unresolved.
Who approved a move, cleaning attempt, or disposal and when.
Available proof of ownership or value, such as receipts, manuals, account histories, photographs, or comparable items.

Do not guess a purchase date or value. Mark unknown information as unknown and update it when evidence becomes available.

Building, systems, and emergency-work record

Fire-department cuts, openings, water application, and access routes that are visible or documented.
Board-up, roof covering, fencing, locks, temporary power, water extraction, dehumidification, air movement, and other stabilization work.
Electrical, plumbing, gas, HVAC, fire-alarm, sprinkler, security, elevator, and other affected systems.
Moisture readings and equipment logs when firefighting water or weather exposure is present.
Areas assessed for residue and odor; areas not accessed; and the reason for any limitation.
Materials removed, approximate quantity, destination, and authorization.
Daily labor, equipment, subcontractors, deliveries, visitors, and significant events.

Communication and expense log

For every material conversation

Record the date and time, names, roles, contact information, decisions, open questions, documents requested, deadlines, and the next responsible person. Confirm important verbal instructions in writing.

For every expense

Keep the receipt, payment method, purpose, date, and relationship to the loss. Separate emergency protection, temporary living, travel, pet care, replacement essentials, professional services, and repair expenses. Coverage and reimbursement depend on the policy and insurer decision.

For every authorization

Save the complete signed version, not just the signature page. Note the scope, price basis, cancellation terms, disposal authority, payment direction, and who receives claim funds.

Minimum documentation packet

Incident and fire report information.
Claim number and insurer contacts.
Property access and safety restrictions.
Master chronology.
Original photos and videos with an index.
Room-by-room building and contents inventory.
Emergency-service authorizations, estimates, logs, and invoices.
Insurer and contractor correspondence.
Receipts and expense log.
Open-issues list showing owner, deadline, and status.

Related resources

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Sources, scope, and review status

Last reviewed: September 2026. This resource is educational and does not replace instructions from the fire department, emergency services, your insurer, a licensed engineer, an environmental professional, or medical personnel. ARS does not determine insurance coverage.