Contents Claims Detective
Document, identify, and value personal property after a loss. Room-by-room inventories + photos + receipts = faster, fairer settlements.
01 — Foundation
Why documentation matters
A complete contents record proves ownership, condition, and value. Three things move a claim forward:
- Keeps a room-by-room inventory for faster claims processing.
- Photos, serial numbers, and receipts substantiate loss and value.
- Proper documentation reduces disputes and speeds payment.
Impact of thorough documentation
Representative outcomes with thorough documentation.
02 — Process
5-step claims workflow
Identify
Brand, model, size, features, and quantity.
Verify
Photos, receipts, serial numbers, warranties.
Classify
Furniture, electronics, apparel, collectibles.
Research Value
Retail, resale, and appraisal sources.
Submit & Reconcile
Organized inventory + supporting docs.
03 — Template
Inventory entry format
A consistent spreadsheet line makes every item defensible. Use this header row and example entry.
| Item name | Brand | Model | Size | Material | Color | Condition | Qty | Purchase date | Purchase price | Replacement source |
|---|---|---|---|---|---|---|---|---|---|---|
| Dining chair | Ethan Allen | Calder | 20"×22" | Oak/upholstered | Walnut/Gray | Good | 6 | 05/2019 | $180 ea | Retail equivalent (Model X) |
Room Names
Run in ALL CAPS (e.g., KITCHEN).
Descriptions
Capitalize only the first word.
File References
photo001.jpg → Dining chair.
04 — Authentication
Identifying vintage items
Labels & Tags
Union tags, retailer addresses, and care symbols. No ZIP code often means older.
Construction
Dovetails, hand-planed marks, machine screws, and staples all point to eras.
Materials
Bakelite, rayon, Dacron, plywood vs. particleboard are all dating clues.
Style Markers
Silhouette, hardware, typography, and trim details corroborate a date.
⚠ Treat each clue as supporting evidence; corroborate with receipts, provenance, or appraisals.
05 — Valuation
Price research & valuation
RCV
Replacement Cost Value — current retail for a similar new item.
ACV
Actual Cash Value — market depreciation plus comparable used pricing.
Appraisal
Required for high-value, unique, or collectible items.
Research Rules
- Prioritize manufacturer MSRP or current retail.
- Avoid single auction outliers; use multiple verified listings.
- Verify source links point directly to the item listing.
06 — Checklist
Documentation checklist
- Room and item photos (wide + close-up)
- Labels, serial numbers, maker marks
- Purchase receipts / credit card statements
- Warranty cards, manuals, appraisals
- Repair/cleaning records and replacement quotes
File naming convention
ROOM_ITEM_DATE_photo01.jpg
Example: KITCHEN_BLENDER_20260801_01.jpg
07 — Submission
Adjuster-ready submission tips
Group & Subtotal
Group similar items and subtotal by room or category.
Mark Condition
Mark items as Destroyed vs. Damaged with photos.
Attach Files
Attach supporting files to matching inventory rows.
Provide Links
Provide replacement links or vendor quotes for RCV items.
Keep Copies
Keep a copy of every submission and insurer request.
Label Supplements
Label supplemental docs with claim line numbers (e.g., CLM123-01).
08 — Categories
Special categories
Jewelry
Appraisals, gem reports, and receipts.
Fine Art
Provenance and expert appraisal.
Collectibles & Antiques
Condition reports and comparables.
Designer Apparel
Tags, receipts, and authentication.
Electronics
Model numbers, serials, and factory specs.
Custom Furniture
Maker info, build specs, and replacement quotes.
Ready to file?
Make claims faster: document clearly, research accurately, submit completely.
Create a room-by-room inventory today. Keep photos, receipts, and serial numbers.
This guide is practical reference; policy language and jurisdictional law control claims outcomes. Use appraisers for high-value items.