What Documentation Should Property Managers Keep After Damage?

Start by photographing and filming every affected area before any cleanup begins. Capture wide shots that show the overall room, then close-ups of water lines, stained drywall, swollen flooring, and any personal belongings. Include a ruler or a common object for scale in some shots. These images provide a clear baseline for the pros and your insurance company.

Write down the date and time you first noticed the damage, and note the source if you know it, such as a burst pipe or a roof leak. Record the weather conditions if a storm caused the issue. If you live in Tulsa, keep a written log of the event, as spring thunderstorms can bring sudden water intrusion. This log helps you recall details later and shows a clear timeline.

• Take photos from multiple angles and distances.
• Record video walking through each damaged room.
• Note the date, time, and likely cause of the damage.
• Keep receipts for any emergency supplies you buy.
• Save copies of any maintenance records for the property.

Create a room-by-room inventory of every item that was damaged, including furniture, appliances, clothing, and personal belongings. For each item, note the brand, model, approximate age, and your estimate of its condition before the damage. This list helps you assess losses and supports any claims you file.

Photograph each item individually, and if possible, include the item in the context of the room. Keep any receipts or appraisals you have for high-value items. This documentation is especially important for personal property restoration, as it gives the pros a clear picture of what can be salvaged.

Keep a running log that combines all your documentation in one place. Update it daily with any new findings, such as additional water spots or a musty odor. Include notes on any conversations with your insurance company or the pros. This log becomes your central reference throughout the restoration process.

Policies vary, and your insurer decides what is covered. Having a thorough damage log makes it easier to answer questions and provide evidence if needed. Store your log and all related documents in a safe place, and consider making digital copies. This organized approach helps you stay on top of a stressful situation.