Reconstructing Your Past: A Guide to Contents Documentation for Insurance Claims

This guide is part of our commitment to helping property owners navigate the insurance claim process. While we strive to provide comprehensive information, every claim is unique. Contact us for personalized assistance with your specific situation.

Parker Public Adjusting provides superior claim dispute resolution and management for Minnesota's commercial and private property owners. We help with contents - items that furnish your home or business - when they are included in water, fire, and other claims as well.

Here's our guide to help us help you get started with a contents claim.

What are "Contents" in Property Insurance Claims?

Many types of business and homeowners policies include coverages specifically for contents, or the items you or your business owns, that are not part of the structure.

Since most people don't think to do a yearly inventory of everything they own, figuring out what was damaged, if it can be repaired or needs to be replaced, and how much it will cost, are daunting tasks that often require specialists.

This part of a property claim can be especially daunting for people displaced from their homes by water damage, or businesses shut down or temporarily moved for fire claims.

Why Proper Contents Documentation Matters

Insurance carriers often rely on third-party vendors and automated systems that can significantly undervalue your belongings. Here's what's at stake:

Generic Descriptions Lead to Undervaluation

When vendors or adjusters use simple descriptions, automated pricing systems default to the lowest possible value:

• "Ceramic plate" valued at $2-3, when it's actually:

  • Fiestaware Scarlet dinner plate ($23)

  • Le Creuset stoneware serving platter ($70)

  • Wedgwood Renaissance Gold china ($45 per plate)

• "Wood table" valued at $150-200, missing details like:

  • Stickley Mission oak dining table ($3,800)

  • Restoration Hardware salvaged wood console ($2,495)

  • Custom-built cherry executive desk ($4,200)

• "Area rug" valued at $80-100, rather than specifying:

  • Hand-knotted Persian Tabriz wool rug ($3,000)

  • Pottery Barn wool and jute blend ($899)

  • Custom-sized Moroccan Berber ($1,500)

Inappropriate Cleaning vs. Replacement

Many items are sent for cleaning when they should be replaced:

• Electronics & Precision Equipment

  • Professional camera lenses with internal smoke damage

  • Computer equipment exposed to high humidity

  • Musical instruments with smoke residue in mechanisms

  • Smart home devices with water exposure

  • Audio equipment with heat damage

• Textiles & Soft Goods

  • Smoke-damaged upholstery that's been "deodorized" but remains contaminated

  • Water-damaged mattresses that have been dried but risk mold

  • Designer clothing sent to standard dry cleaners who can't restore them properly

  • Leather goods with smoke damage that affects integrity

Documentation Gaps That Cost You

Common oversights that lead to reduced settlements:

• Disposal Issues

  • Items thrown away during emergency cleanup without documentation

  • Damaged goods removed by restoration companies before proper inventory

  • Homeowners discarding items not realizing they need documentation

• Missing Details

  • Model numbers partially recorded leading to base model replacements

  • Serial numbers not captured for warranty items

  • Purchase dates omitted affecting depreciation calculations

  • Brands not specified defaulting to lowest-cost alternatives

What Counts as "Contents" in an Insurance Claim?

Contents refers to your personal property - the items that would fall out if you turned your property upside down. This includes:

• Furniture and decor

• Electronics and appliances

• Clothing and accessories

• Kitchen items and dishware

• Tools and equipment

• Sporting goods and hobby items

• Books, media, and collectibles

• Business equipment and inventory (for commercial claims)

Building Your Documentation Strategy

Start with what's easiest to prove and work your way through these key sources:

Digital Footprints

Your digital life holds more evidence than you might think:

• Browse your email for purchase confirmations

• Check online shopping accounts (Amazon, Target, Walmart)

• Scan your cloud photo storage

• Review social media photos

• Search past credit card statements

• Look through home listing photos

Traditional Paper Trails

Don't forget about physical records:

• Gather any saved receipts

• Check product warranties

• Review insurance riders

• Find appraisal documents

• Collect maintenance records

• Look through gift registries

Business-Specific Records

For commercial claims, gather:

• Inventory systems data

• Supplier invoices

• Asset schedules

• Equipment leases

• Financial statements

• Purchase orders

Tips for Success

• Work room by room in your mind

• Start with big items first

• Include storage areas and seasonal items

• Document brands and models when possible

• Note special features or customizations

• Include ages and conditions

• Take photos of damage when possible

• Keep all damaged items until adjuster inspection

• Save all communication with insurance company

• Track cleaning and restoration attempts

Special Considerations for Business Contents

Commercial claims face additional challenges:

• Inventory Management

  • Seasonal stock not properly valued

  • Work in progress not accounted for

  • Raw materials undervalued

• Specialized Equipment

  • Custom modifications not documented

  • Software and licensing costs overlooked

  • Calibration and certification requirements missed

• Business Records

  • Digital asset recovery costs

  • Specialized storage systems

  • Filing and organization systems

Remember

Creating a contents inventory takes time, but every item you document helps support your claim. Don't hesitate to ask for help - our team is here to guide you through the process.

Need assistance with your contents claim?

Contact our experienced team.