Start with your policy documents and the date of loss
Filing a landlord insurance claim begins with finding your policy paperwork and identifying the exact date the damage or loss occurred. Your insurer will need both pieces of information before they will open a file. If you cannot locate your physical policy, contact your insurance agent or log into your insurer's online portal — most companies let you read a copy there.
Read the section titled "How to Report a Loss" or "Claims Procedures" in your policy. This section tells you the important date for reporting (usually 30 to 60 days from the date of loss), the phone number to call, and whether you need to file online, by phone, or by mail. Missing the important date can result in a denied claim, so note it on your calendar.
Key Takeaways
- Contact your insurer within the timeframe stated in your policy — typically 30 to 60 days from the date of loss — or risk denial.
- Gather photos, videos, receipts, repair estimates, and proof of the loss before you call, because the insurer will ask for these details during your first conversation.
- An adjuster will inspect the damage in person and determine how much the insurer will pay based on your coverage limits and deductible.
- Keep all receipts and documentation of repairs, because the insurer may request proof that you spent the money they approved.
Gather documentation before you contact the insurer
Do not wait until you call to collect evidence. Take photos and videos of the damage from multiple angles while the loss is still visible. If a pipe burst, photograph the water damage, the broken pipe, and any wet materials. If a tenant caused damage, photograph the damage and keep any written communication from the tenant about what happened.
Collect receipts for any emergency repairs you made to prevent further damage — for example, a tarp over a roof leak or a plumber's emergency call. These are often covered separately and show the insurer you acted reasonably. If you have repair estimates from contractors, include those too. The insurer will use these to verify the cost of repairs.
Write down the date and time of the loss, what caused it, and which property it affected. If a tenant reported the damage, note their name and the date they reported it. If weather caused the damage, note the weather conditions. This narrative helps the adjuster understand what happened.
Call your insurer and open a claim
Use the phone number from your policy or your agent's contact information. Tell the representative that you need to report a loss and have your policy number ready. The representative will ask you to describe what happened, when it happened, and what property was damaged. Answer directly and stick to facts — do not speculate about the cause if you are unsure.
The representative will assign you a claim number and a important date for submitting supporting documents. Write down the claim number, the representative's name, the date of the call, and the important date. Ask whether you should submit photos and estimates by email, through an online portal, or by mail. Some insurers have a preferred method.
If the damage is extensive or the loss is large, the insurer may schedule an adjuster to visit the property within a few days. Ask when the adjuster will arrive and whether you need to be present. You do not have to be, but it is often helpful to show the adjuster the damage and answer questions in person.
Submit photos, estimates, and proof of loss
Send all documentation to your insurer by the important date they gave you. Include the photos and videos you took, any repair estimates from contractors, receipts for emergency repairs, and your written description of what happened. Label each photo with the date it was taken and what it shows.
If the insurer asks you to complete a "Proof of Loss" form, fill it out completely and sign it. This form asks you to describe the loss, state the date it occurred, and list the damaged property. Incomplete forms delay the claim, so answer every question.
Keep copies of everything you send. If the insurer later says they did not receive something, you can prove you submitted it. Use email with read receipts or certified mail if you are mailing documents.
Work with the adjuster during the inspection
The adjuster is the insurer's representative who inspects the damage and determines how much the claim is worth. They will measure the damage, take their own photos, and review your documentation. Be present if you can — you can point out damage the adjuster might miss and answer questions about what happened.
Do not exaggerate the damage or make claims you cannot support with photos or receipts. The adjuster will compare your description to what they see, and inconsistencies can slow the claim or result in a lower payout. If you believe the adjuster underestimated the damage, you can request a second opinion or hire your own adjuster (called a public adjuster), though this costs money.
After the inspection, the adjuster writes a report and sends it to the insurer. The insurer uses this report to calculate the payment. You will receive a copy of the report.
Understand your deductible and coverage limits
Your claim payment is calculated as the cost of repairs minus your deductible. If your deductible is $1,000 and repairs cost $5,000, the insurer pays $4,000. If repairs cost less than your deductible, the insurer pays nothing.
Your policy also has coverage limits — the maximum amount the insurer will pay for each type of damage. If your dwelling coverage limit is $200,000 and the damage costs $250,000 to repair, the insurer pays only $200,000. Review your policy to understand what your limits are before you file.
Some policies have separate limits for specific items like equipment, fixtures, or loss of rent. The adjuster's report will show which limits explore to your claim and how much of each limit the claim uses.
Receive payment and complete repairs
Once the insurer approves the claim, they issue a check. Some insurers send it directly to you; others send it to you and the contractor if you have already hired one. If the repair cost is high, the insurer may issue payment in stages — an initial payment when work begins and a final payment when the work is complete and inspected.
Keep all receipts and invoices from contractors who do the repairs. The insurer may ask for proof that you spent the money they approved. If you do not complete the repairs, you may have to return part of the payment.
Once repairs are finished, take photos showing the property is restored. Keep these photos with your claim file in case questions arise later.
Frequently Asked Questions
How long does it take to get paid after I file a claim?
Most claims are resolved within 30 to 60 days if the damage is straightforward and well-documented. Complex claims or disputes over the damage amount can take longer. Your insurer will give you a timeline when you open the claim.
What if the insurer denies my claim?
Review the denial letter carefully — it will state the reason. Common reasons are that the damage is not covered under your policy, you missed the reporting important date, or the damage was caused by something excluded (like flood or wear and tear). If you disagree, contact your agent or ask the insurer to explain the exclusion in writing.
Do I have to use the contractor the insurer recommends?
No. You can hire any licensed contractor you choose. The insurer will pay based on the cost estimate from the adjuster's inspection, not the contractor's bid, so getting multiple quotes is wise.
What if my tenant caused the damage?
File the claim with your landlord insurance as usual. Your insurer will pay the claim (minus your deductible) based on your coverage. You can then pursue the tenant separately for the deductible or any damage not covered by your policy, though collecting from a tenant is often difficult.
Can I file a claim if the property is vacant?
Yes, but some insurers require you to notify them if a rental property will be vacant for more than 30 days. Vacant properties may have limited coverage or higher deductibles. Check your policy or contact your agent before the property becomes vacant.