CHICAGO — Thorough documentation of water damage from the initial emergency response through the completion of drying is the most effective way to avoid insurance claim disputes and ensure fair payment for restoration work. Here are the documentation best practices that leading restoration contractors use.
Initial documentation should begin before any mitigation work starts. Photographs and video of the damage in its original condition — before extraction, demolition, or drying equipment is placed — are the foundation of the claim file. The source of water intrusion should be clearly documented, as the category of water determines the remediation protocols required.
Moisture readings should be taken at the time of initial assessment and recorded on a moisture map that shows the location of each reading and the moisture content of the material at that location. Readings should be taken in both affected and unaffected reference areas to establish the pre-loss baseline.
Equipment placement records should document the type, model, and serial number of each piece of equipment placed, its location in the structure, and the dates it was placed and removed. This documentation supports the equipment line items in the restoration invoice and demonstrates that the equipment was appropriate for the scope of the job.
Daily moisture readings should be recorded throughout the drying process, showing the progressive reduction in moisture content as the structure dries. This documentation demonstrates that the drying process was active and effective and supports the number of drying days claimed in the invoice.
