Your inventory is your evidence base
FEMA and the National Association of Insurance Commissioners both recommend that homeowners document losses independently before the insurance adjuster visits. Adjusters assess what they observe at the time of their visit — items you have not documented, areas they do not inspect closely, or losses that are not immediately visible may not appear in the initial settlement estimate.
A room-by-room written inventory with photographs and estimated values is the standard approach. Include serial numbers and model numbers where available. For items where receipts exist, attach or photograph them. For items where receipts are not available, note the approximate purchase date, where it was purchased, and what you paid.
Keep a separate copy of everything you submit to the insurer. Adjusters lose paperwork, offices are overwhelmed after major disasters, and having your own record of what you submitted protects you if the claim requires a supplement or dispute. Store the copy somewhere other than the damaged property.
Airplane mode preserves battery during documentation
After a major disaster, power outages may mean your phone battery is the only resource available for documentation. Airplane mode disables all radios — cellular, Wi-Fi, Bluetooth — while keeping the camera fully functional, reducing battery drain by 50 to 70 percent compared to normal operation.
Prioritize in this order: exterior structural damage first (roof condition, foundation, wall integrity, water intrusion points), then interior damage room by room, then personal property. Structural photos establish the scope of the loss; personal property photos support the contents claim. Video uses more battery and storage than photos and provides less documentation per unit of battery.
Take photos as soon as safely possible. Evidence deteriorates: mold growth obscures original water damage, debris removal changes the record, and weather continues to alter conditions. NAIC guidance specifically notes that documentation taken before cleanup begins is more valuable than documentation taken after. If the structure is unsafe, photograph from the perimeter first.
Understanding what each covers
FEMA Individual Assistance covers personal property losses, document replacement, and other disaster-related needs for uninsured or underinsured survivors in a presidentially declared disaster. IA is not a substitute for insurance — it cannot exceed insurance benefits for the same loss. File with your insurer first; FEMA IA supplements gaps that insurance does not cover.
For renters with no renter's insurance, FEMA IA is the primary recourse for personal property loss. The landlord's insurance covers the structure only — not tenants' belongings. IA registration should happen as soon as possible after a disaster declaration, not after the insurance process is complete. The registration window is typically 60 days from the declaration date.
Public adjusters are licensed professionals who negotiate with your insurance company on your behalf, typically in exchange for a percentage of the settlement (commonly 10 to 15 percent). They are most useful for complex structural claims where the initial estimate is significantly lower than the actual loss. They are not necessary for straightforward personal property claims.
- Create a room-by-room inventory with photos before the adjuster visits — undocumented losses may not appear in the settlement
- Use airplane mode when photographing to preserve battery; camera still works fully
- Prioritize: exterior structural damage first, then interior, then personal property
- Keep a separate copy of everything submitted to the insurer
- Renters without renter's insurance: register for FEMA Individual Assistance at disasterassistance.gov within 60 days of the declaration
- FEMA IA supplements insurance gaps — file with your insurer first, then FEMA
- Individual Assistance — FEMA. IA program scope, registration process, relationship to insurance.
- Filing an Insurance Claim — National Association of Insurance Commissioners. Documentation guidance, public adjusters, claim process.
- DisasterAssistance.gov — FEMA. IA registration portal.