Documentation toolkit

2-page PDF

Damage photo checklist

A room-by-room record of visible damage, item details and supporting files.

• Wide views and close-ups
• File names and room notes
• Safe documentation reminders

Download PDF: Damage photo checklist

Read the damage photo checklist online

Use only when it is safe to document the property. Never enter an unsafe building, climb a damaged roof or approach electrical hazards for a photograph.

• Record the loss date and the rooms or areas affected.
• Take a wide view of each affected area, then closer views of visible damage.
• Include item labels, model details and serial numbers when safely accessible.
• Keep original photos and videos; name copies by date and location.
• Record emergency work and retain invoices and receipts.
• Do not delay urgent safety measures or necessary mitigation for photographs.

Record these details

• Property / room reference
• Date photographed
• Photos / video file names
• What is visible?

Working record

Keep a separate entry for each item, expense or observation, with the following details:

• Room / area
• File reference
• Visible damage / notes

2-page PDF

Property inventory worksheet

Record belongings and supporting evidence before or after a loss.

• Item descriptions and quantities
• Purchase details and receipts
• Photo and document references

Download PDF: Property inventory worksheet

Read the property inventory worksheet online

Use one record per item or group of similar items. Note estimates as estimates. Keep purchase evidence, photos and original records separately.

• Start with one room or area at a time.
• Record the item, quantity, make and model when known.
• Add approximate purchase date and original cost when available.
• Reference receipts, bank records, warranties or photos that support the entry.
• Describe the condition and visible damage without guessing at hidden damage.
• Keep a secure backup; avoid including full payment-card or bank-account numbers.

Record these details

• Room / area
• Item / quantity / make / model
• Purchase date / original cost (note if estimated)
• Receipt / photo reference

Working record

Keep a separate entry for each item, expense or observation, with the following details:

• Item / quantity
• Purchase details
• Condition / evidence reference

2-page PDF

Expense and receipt log

Keep loss-related spending organized without assuming reimbursement.

• Dates, vendors and purpose
• Amounts and receipt references
• Payments and follow-up notes

Download PDF: Expense and receipt log

Read the expense and receipt log online

Record expenses related to the loss and retain original receipts. An entry here does not mean an expense is covered, reasonable or reimbursable under your policy.

• Record each expense when it occurs.
• Include the vendor, date, purpose and amount paid.
• Give each receipt a reference and keep the original securely.
• Distinguish invoices, amounts paid and any reimbursement received.
• Ask the insurer about applicable coverage and documentation requirements.
• Keep estimates separate from actual expenses and retain related correspondence.

Record these details

• Loss / claim reference (optional)
• Vendor / date
• Purpose / amount paid
• Receipt / payment / reimbursement notes

Working record

Keep a separate entry for each item, expense or observation, with the following details:

• Date / vendor
• Purpose
• Amount paid
• Receipt / notes

2-page PDF

Consultation preparation

Gather the documents and questions that help make your first conversation useful.

• Policy and claim correspondence
• Estimates and inspection notes
• Questions for your Hillis contact

Download PDF: Consultation preparation

Read the consultation preparation online

Bring what you have. You do not need a finished inventory or estimate before contacting Hillis. Keep originals and share documents only through an agreed, appropriate channel.

• Policy declarations, policy wording and endorsements, if available.
• Loss date, property location and a short description of what happened.
• Insurer and claim number, if already reported.
• Photos, inspection notes, estimates and emergency-work receipts.
• Correspondence, payments, requests for information and any denial letter.
• A list of your questions and any dates or deadlines mentioned in correspondence.

Record these details

• What happened / when?
• Claim stage / insurer correspondence
• Documents available / missing
• Questions for the conversation

Working record

Keep a separate entry for each item, expense or observation, with the following details:

• Question / document
• Answer / action / person / date

No signup required. The PDFs are print worksheets; each checklist is also available as text above. Keep completed records securely. These files do not upload information to Hillis. Save original evidence separately; a worksheet is an organizational aid, not proof of coverage or reimbursement.