Photographs and video
Capture wide views for room context, close views of affected materials, the apparent source when safe, migration paths, contents, demolition, equipment, and progress.
Loss Documentation
Document the property, the conditions, and the work.
Strong documentation is useful whether a loss is paid privately, submitted to an insurer, reviewed by a property manager, or used to coordinate repairs. The goal is an accurate factual record—not an argument about coverage.
Incident chronology
Record discovery, source control, emergency calls, contractor arrival, major work events, monitoring visits, and the date reported if a claim is opened.
Moisture and drying records
Preserve material locations, readings, instrument context, drying goals, equipment changes, and final documented conditions.
Fire, smoke, and odor records
Document source area, residue, surfaces, migration observations, HVAC involvement, cleaning tests, removals, deodorization sequence, and verification observations.
Equipment records
Record type, quantity, placement, start date, movement, removal date, and the technical reason equipment was used.
Work performed
Keep work authorizations, mitigation scope, material removal notes, containment records, cleaning steps, monitoring records, and completion documentation.
Contents observations
Use item descriptions, room location, condition, photographs, and handling notes. Do not discard customer property without authorization.
Invoices and receipts
Retain contractor invoices, emergency purchases, trade invoices, equipment records, and other factual cost documentation.
Communication record
Keep copies of emails and submissions plus dates, names, roles, and requested factual information. Recording communication is different from negotiating a claim.
A useful documentation packet is organized by event and location.
Photos are stronger when they identify the room or assembly. Readings are stronger when they identify the material and date. Invoices are stronger when the work described matches the field record. The purpose is traceability.