Property Manager's Guide to Handling Water Damage Claims

The short answer

First Steps After Water Damage

When water damage occurs, your first priority is safety. Shut off the water supply if possible, and turn off electricity in affected areas if it is safe to do so. Move valuable items to a dry place and document the scene with clear photos and videos before any cleanup begins.

Take detailed notes about the source of the water, the date and time you noticed it, and the extent of the damage. This record helps you communicate clearly with your insurance company and the pros who will handle the restoration. Do not discard damaged items until you have documented them thoroughly.

Documenting Damage for Your Claim

Thorough documentation is the backbone of a water damage claim. Capture wide shots of each affected room, close-ups of damaged materials, and photos of any standing water. Note the condition of flooring, walls, and personal property, and keep a written log of everything you observe.

Save receipts for any immediate expenses, such as emergency water extraction or temporary storage. These costs may be relevant to your claim, but your insurer decides what is covered. Policies vary, and your insurer decides what is covered. Keep all correspondence with your insurance company in a single file.

Take photos before moving anything
List each damaged item with estimated value
Note the source and path of water
Keep receipts for emergency services
Record dates and times of all communications
Save copies of any written notices

Working with Your Insurance Company

Contact your insurance company as soon as you have secured the property and documented the initial damage. Be prepared to describe the cause, the extent of the loss, and the steps you have taken to prevent further damage. Your insurer will assign an adjuster to review the claim.

The adjuster will likely inspect the property and ask for your documentation. Cooperate fully, but do not agree to any repairs or settlements until you understand the scope of coverage. You have the right to ask questions about the claims process and what documentation is required.

Preventing Further Damage

Your policy may require you to take reasonable steps to prevent additional damage after a loss. This can include tarping a roof leak, removing standing water, or shutting off the water supply. However, do not make permanent repairs before the adjuster sees the damage, as that can complicate the claim.

Temporary measures like placing buckets under leaks or moving furniture away from wet areas are usually appropriate. Drying out the affected area quickly is important, especially in humid climates where mold can grow fast. A dehumidifier and fans can help, but for significant water, you may need professional extraction.

Keep your shutoff valve location written down. Knowing where to turn off the water can limit damage and make the claims process smoother.

Turn off water at the main shutoff
Move furniture to dry areas
Use fans and dehumidifiers to dry air
Tarp any roof leaks temporarily
Remove wet carpets if safe to do so
Keep records of all temporary repairs

Hiring the Right Help

Once your insurance company has assessed the claim, you may need to hire professionals to handle the restoration. Look for local water damage pros who specialize in drying, cleaning, and repairing water-damaged structures. The pros can help with tasks like drywall repair, carpet cleaning, and stain removal.

Ask for a written scope of work and a timeline before any work begins. Costs for restoration depend on the extent of damage, materials affected, and the size of the affected area. Typically, costs can range from a few hundred to several thousand dollars, but the final amount depends on the specifics of your situation.

Related services on this site include water-damage-inspection, drywall-water-damage-repair, carpet-water-damage-restoration, and commercial-water-damage-repair.

Frequently asked questions

How long do I have to file a water damage claim?

Most policies require you to report the damage promptly, but the exact deadline varies by insurer and policy. Check your policy documents for the notification period. Acting quickly also helps prevent further damage, which is your responsibility under most policies.

What should I do if the adjuster disagrees with my estimate?

You can provide additional documentation, such as photos, receipts, or a professional assessment from a water damage specialist. You have the right to appeal the decision or ask for a review. Policies vary, and your insurer decides what is covered, so keep all records.

Can I make temporary repairs before the adjuster inspects?

Yes, you can take reasonable steps to prevent further damage, such as tarping a leak or removing standing water. Do not make permanent repairs until the adjuster has seen the damage. Document any temporary measures you take with photos and receipts.