How to Document Water Damage for an Insurance Claim in Texas

A claim is easier to approve when the evidence is complete and timed. Most of what an adjuster needs can be gathered in the first hour with a phone, and most of what goes wrong later comes from throwing out evidence or making repairs before the insurer has seen the damage. This post is built from the Texas Department of Insurance’s consumer guidance and adds a practical shot list.

The first rule is to protect the property

TDI’s storm and claim guidance says to make only temporary repairs to protect your house and belongings, such as covering an opening with a tarp, and not to make permanent repairs until you have talked to your insurance company. Stopping the source and removing standing water are protective steps. TDI’s recovery tips list removing standing water. Rebuilding, replacing flooring and repainting are permanent repairs and wait.

A shot list

TDI says to take photos and videos of all damage. A useful set follows a pattern, so nothing is missed and an adjuster who was not there can follow it.

Take them before moving anything if it is safe. If you must move something for safety, photograph it first and photograph where it went.

The paperwork to keep

• Receipts for all expenses. TDI says to keep them: fans, tarps, hotel nights, meals, emergency plumbing.
• A list of damaged property. TDI’s home insurance guide says to make a list. Include what each item is, roughly how old it is and what it cost.
• The timeline. When you found the damage, when you shut off the water, whom you called and when.
• Names and numbers. Adjuster, plumber, restoration company, contractor.
• Estimates. TDI says to get estimates from more than one contractor and to compare them with the adjuster’s report.
• The deductible. TDI says to save proof that you paid it.

The Texas claim clock

The clock does not start until the insurer receives the claim, which is why filing early matters. TDI’s guide also says the company may ask for a signed, notarized proof of loss form. If it does, return it promptly and keep a copy.

Removing wet materials

There is a real tension here. TDI’s recovery tips say not to throw anything away until your insurance adjuster tells you. EPA and CDC guidance says to dry water-damaged areas within 24 to 48 hours, and CDC says to throw away items that cannot be disinfected after floodwater, including drywall, rugs and cloth. Both are reasonable, and the way through is communication.

1. Tell the insurer what is wet and that materials need to come out to stay safe and to limit mold. Ask for a response time.
2. Photograph and measure the materials before removal. Keep a representative piece, such as a square of carpet or drywall, if the insurer asks.
3. Document the removal, including what came out, how much and why.
4. Keep the paperwork from the contractor who did it, including moisture logs.

Replacement cost, actual cash value and the second payment

TDI’s claim guidance says that for home claims you might get two payments if you have replacement cost coverage. The reason is how that coverage commonly works: the first payment reflects the item’s depreciated value, and the second pays the difference once you have repaired or replaced it and submitted proof. The details are in the policy, so ask your insurer how it handles it.

• Keep every receipt for repair and replacement, because the second payment usually depends on them.
• Ask whether there is a deadline to complete repairs and claim the second payment.
• Ask how the insurer values contents. A list with age, brand and purchase information helps.
• Save proof that you paid the deductible, as TDI advises.
• If the payment goes to a mortgage company, TDI says it must contact you within 10 days of getting it. Ask your lender how it releases funds.

Contractors and estimates

TDI’s guidance is to get estimates from more than one contractor, not to pay in full upfront and to be careful about promises. TDI also notes that a Texas law makes it illegal for contractors or roofers to offer to waive a deductible. Public adjusters, who represent you, must have a TDI license. For insurers, restoration contractors are often asked for drying logs and photographs. Give them access to the claim number and the adjuster’s name.

The first call to your insurer

Have these ready, and write down who you spoke to and when.

• Your policy number and the address.
• What happened, when you discovered it and what you did: closed the main, removed standing water, covered an opening.
• Which rooms and which belongings are affected.
• Whether anything has to be removed right away for safety or to stop mold, and what you propose to photograph first.
• A question: what do you need from me, and by when?

Ask for the claim number and the adjuster’s name and contact details. TDI says the company has 15 business days to say it got your claim, so if you have not heard by then, call.

What a restoration company adds

A restoration company documents what it finds with photographs and readings, writes down which materials were removed and why, and keeps the drying log. These records show the extent and the response, and an insurer decides coverage from the policy and the cause, not from a contractor’s opinion. The drying guide describes the readings and the log. If the water was contaminated, the categories postexplains why more is removed.

If you disagree

TDI’s guide describes steps if you disagree with the insurer, including appraisal for disputes over the amount, and says that if your claim is for less than a stated amount you can use Justice Court. It also says you must tell the company in writing at least 61 days before you sue. Those details change, so read the current TDI pages. For what is covered in the first place, see the coverage post.

Read about water heater and appliance leaks →

This article is general information from the Dallas Flood Guard editorial team. It is not medical, legal, engineering or insurance advice. Sources are linked above. See the editorial policy for how posts are researched and corrected.