Make the inventory before a loss: walk through your home room by room, record belongings in writing and with photos or video, and keep a copy somewhere outside the home. A usable record can help you prepare a claim, but it does not decide what your policy covers or guarantee payment; check your policy and ask your insurer or agent about coverage and claim requirements.
Choose an inventory format you will keep up to date
There is no required app or single best format. The practical choice is the one you can complete, update, and retrieve after a loss. A spreadsheet or paper list can hold detailed descriptions; a phone app can pair descriptions with photos; a narrated video walk-through is a quick way to show what was in a room. You can combine methods, such as using video for a room overview and a list for valuable items.
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| Format | Useful for | Trade-off to plan for |
|---|---|---|
| Paper list or spreadsheet | Flexible written descriptions and item details; a spreadsheet is easy to organize by room or category. | Attach or store photos and receipts alongside it, and maintain an accessible backup copy. |
| Phone app | Capturing item descriptions and images while walking through the home. The National Association of Insurance Commissioners (NAIC) says its Home Inventory App supports room or category organization, photos, barcode scanning, and exporting an inventory. | Export or back up the record so it remains available if the phone or home is lost. App features are described on the NAIC Home Inventory page; an app is optional. |
| Video walk-through | A fast visual record of rooms and belongings; narrating descriptions can add context. | Video may not capture model or serial numbers, purchase details, or receipts clearly, so record those separately for significant items. |
These are practical format differences, not results of a comparative product test. Whichever format you choose, keep a separate backup.
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- Start at the entrance to each room and make a wide photo or video view that establishes the space.
- Work through the room systematically. Open drawers, closets, cabinets, and pantries; include basements, attics, garages, and other storage areas.
- Take closer photos of valuable or hard-to-describe belongings. The California Department of Insurance says images are especially helpful when an item is difficult to describe or you no longer have its receipt; date and label images with useful information.
- Make written notes as you go, or narrate identifying details during video. Avoid relying on a broad room shot to show small or obscured items.
The NAIC recommends written and visual records. Its flood-insurance reference discusses documenting contents for flood claims; use its record-keeping advice as documentation guidance, not as a statement that every flood-policy detail applies to homeowners or renters coverage.
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- Concise fill-in lists and charts enable you to compile the essential information you need to stay organized as you get ready for your home.
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- Includes graph paper and forms for planning room details, as well as checklists for routine maintenance.
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- Elastic band closure attached to the back cover keeps your place or keeps your planner closed.
Record details that identify belongings and their value
For each item—or a useful group of similar items—write a plain-language description and its location. Add the details that help distinguish it and document its purchase:
- Purchase date, place, and original cost, when known.
- Model and serial numbers, especially for major appliances and electronics.
- Receipts for new purchases and repairs, saved with or linked to the inventory.
- For valuable jewelry, artwork, antiques, or collectibles, a more specific description and supporting records.
The NAIC flood reference recommends appraisals for high-value jewelry or artwork. Keep any appraisal with the inventory, and ask your insurer whether an item needs to be scheduled separately or requires additional coverage. The inventory guidance does not establish coverage rules for a particular policy or item.
Keep copies where a home loss cannot destroy them
Store the inventory and supporting documents somewhere separate from the home, such as secure online storage, a safe-deposit box, a workplace, or a relative’s home. The California Department of Insurance advises keeping an updated copy in at least two locations. An external or USB flash drive is one possible format, but it is not a disaster-resilient backup if it stays in the home that could be damaged.
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Make sure you can retrieve the copy when needed: keep account access details available securely, and periodically check that stored files open. Choose storage appropriate to the sensitivity of receipts, addresses, and other personal information.
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Update the record as possessions change
Add new purchases as you acquire them and retain their receipts with the record. Recommendations differ by source: the NAIC’s April 20, 2022 article recommends an annual review, while the California Department of Insurance’s June 2023 Form 923 brochure recommends reviewing it three to four times a year. These are source-specific recommendations, not a uniform legal requirement. After a substantial update, consider asking your agent or insurer whether your coverage remains adequate.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Use the inventory to prepare after a loss
- Contact your insurer or agent promptly. Claim-reporting requirements and deadlines vary by state and company, so follow the instructions that apply to your policy.
- Document damage with photos or video and make a list of damaged or missing belongings. Provide the information the insurer requests.
- When possible, document losses before removing debris, and retain damaged items for inspection if feasible.
- Keep receipts and records for temporary repairs, and ask the insurer what your policy covers.
An inventory helps explain what was in the home and can support claim preparation; the policy and insurer determine whether a loss is covered and how it is settled. The NAIC’s claims guidance notes that deadlines vary by state.
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If your inventory was lost or never completed
Use the best records still available. The NAIC says to work from memory, review interior photos taken by you, family, or friends, and use online retailers to help estimate costs. These are fallback aids, not equivalent to a record made before the loss.
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