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February 19, 2024

How to Write a Property Damage Report

In the world of construction and contracting, unforeseen mishaps can occur, leaving behind a trail of property damage. Whether it’s a minor scrape or a major structural issue, every incident demands meticulous documentation. As a contractor, your ability to effectively communicate the details of these incidents is crucial not only for resolving claims but also for maintaining trust with clients and insurers alike.

In this article, you’ll learn how to write a damage report for insurance purposes. We’ll walk you through the essential steps and best practices for crafting a thorough and professional property damage report! Even if you’re a seasoned contractor, mastering this skill will not only streamline your workflow, but it’ll also enhance your reputation as a reliable professional.

Let’s begin!

A blank property damage claim form

Image source: Canva

What is a Property Damage Incident Report?

A property damage incident report is a formal document used to record details surrounding any damage sustained to a property. It serves as a factual account of the event, documenting the extent of the damage, its cause, and other relevant information. Here’s what it typically includes:

  • Detailed description of the unfortunate event;
  • Pictures of the property damage and the area;
  • The time and date of the incident;
  • The exact location where the incident happened;
  • Video surveillance footage of the incident, if any;
  • The risk mitigation techniques taken to prevent further damage; 
  • Names and contacts of all the witnesses and parties involved, if possible;
  • Replacements or estimated repair costs needed to recover from the incident; and
  • Police report if the damage is due to vandalism or theft.

These details of the report form the basis for any insurance claims or legal actions. This is why you must accurately describe the extent of the damages in your property damage report form. The more comprehensive your report, the smoother the process of filing claims. It prevents misunderstandings or disputes and positively impacts the result of your insurance claim. 

A damage report also provides a detailed understanding of the repair and restoration required and serves as a historical document for the property, for future reference. 

How Is Property Damage Defined?

When writing your damage report, the most important description included in the form should be the nature of the damage to your property, which could be any of the following:

  • Accidental damage, such as vehicular accidents or collisions, slip and fall incidents, or water leaks.
  • Natural disasters, such as floods, fires, and hail storms.
  • Vandalism or an act that deliberately destroys or damages public or private property. 
  • Theft or burglary, with the nature of the damage being broken locks and stolen belongings.
  • Fire or water damage that involves structural damage, deterioration, and damaged possessions. 
  • Storm damage due to high winds, hail, tree falls, storm surges, or flying debris.
  • Environmental damage, such as pollution.
  • Damage due to mechanical breakdowns, malfunctions, or equipment failure.
  • Wear and tear, including deterioration leading to functional issues of your property.


The concrete foundation of a construction site submerged in water

Source: Canva

How to Write a Damage Report for Insurance Claims

For a smoother insurance claim process, it’s a great idea to learn how to write a damage report in a step-by-step format. 

Step 1: Gather information.
This includes details of the property damage incident including the date, time, and location, cause of the damage, photographs and videos, and more. 

Step 2: Describe the damage.
As property damage reports are used in insurance claims, this should be as detailed as possible. Provide a thorough description of the damage sustained, including any structural issues, cosmetic damage, or other notable observations. Use precise language and avoid making assumptions.

Step 3: Include supporting evidence.
Attach any supporting documents or evidence, such as repair estimates, invoices, witness statements, or police reports, to substantiate your report’s claims.

Step 4: Be objective.
Maintain objectivity when documenting the property damage incident. Stick to the facts and avoid exaggeration or emotional language that could undermine the credibility of your report.

Step 5: Review the property damage report form and submit it promptly.
Before submitting the incident report, review it carefully for accuracy and completeness. Make a copy for yourself and submit it to the insurance company and other relevant entities. Timeliness is key when filing insurance claims; submit the property damage report as soon as possible after the incident to expedite the claims process.

Tips for Reporting Property Damage

  • Make sure the contact information is accurate.
  • Provide as much detail as you can about the damage, repairs, cause, and more.
  • Sign the report to show the document is authentic before submitting it to the authorities, your legal team, or your insurance provider.
  • Keep a copy of every document you’ve submitted, and always provide the original files to the relevant parties.

Prevent Losses From Property Damage With Contractors Insurance

When it comes to writing a property damage report, time is of the essence. However, this is a tedious task; it includes a lot of details that could easily be overlooked without the right people guiding you. This is where Contractors Insurance steps in.

Our team of reliable insurance brokers is experienced in assisting our clients in filling out property damage reports. We also provide advice on how you can protect yourself and your assets during this time using the right risk management strategies.

For more information about our personalized insurance packages or to get a quote, contact us today!

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