Nobody thinks about their home inventory until something goes wrong. A break-in, a fire, a burst pipe, a tornado — suddenly your insurance company is asking you to list everything you lost and prove you owned it.
This is the moment where a home inventory pays for itself many times over. Here's what you need to know.
What insurance companies actually want
When you file a claim, your insurer needs three things:
- Proof you owned the item — receipts, credit card statements, photos showing the item in your home
- Item identification — brand, model, serial number (especially for electronics and appliances)
- Value documentation — what you paid, or current replacement cost
The more documentation you have, the faster your claim processes and the more likely you are to receive full compensation.
What most people get wrong
Underestimating what they own. Studies show people without inventories underestimate their losses by 30-50%. That's tens of thousands of dollars left on the table. You forget the power tools in the garage, the small appliances in the kitchen, the clothes in the closets.
Not having proof of ownership. "I owned a 65-inch Samsung TV" isn't enough. Which model? When did you buy it? How much did it cost? Without documentation, you're negotiating from weakness.
Keeping records in the house. A paper list in your desk drawer doesn't help if your desk burned down. Your inventory needs to be stored somewhere accessible even if your home isn't.
The documentation checklist
For each valuable item, capture:
Essential (do this at minimum)
- Photo of the item — in your home, showing it exists
- Brand and model — the specific product
- Purchase date and price — when you bought it, what you paid
Better (makes claims much easier)
- Serial number — usually on a sticker on the back or bottom
- Receipt or proof of purchase — photo of receipt, credit card statement, order confirmation
- Current condition — any damage, wear, or modifications
Best (for high-value items)
- Appraisal — for jewelry, art, antiques, collectibles
- Video walkthrough — shows items in context, harder to dispute
- Original packaging — if you still have it, photograph the box with serial numbers
Room-by-room value reality check
People consistently underestimate the replacement cost of what they own. Here's a reality check:
Kitchen — Your refrigerator, oven, dishwasher, microwave, and small appliances (coffee maker, stand mixer, toaster, blender) easily total $5,000-15,000.
Living room — TV, sound system, gaming consoles, furniture, rugs, artwork. Often $10,000-30,000.
Home office — Computer, monitors, printer, desk, chair, electronics. Typically $3,000-10,000.
Primary bedroom — Bed frame, mattress, dressers, nightstands, clothing, jewelry. Usually $5,000-20,000+.
Garage — Power tools, lawn equipment, bicycles, sports gear, seasonal items. Frequently $5,000-15,000.
Add it up. Most homes contain $50,000-150,000+ in personal property. Are you insured for that amount?
The items people always forget
- Water heater
- HVAC system
- Garage door opener
- Window treatments (blinds, curtains)
- Light fixtures
- Built-in speakers
- Outdoor furniture
- Holiday decorations
- Basement/attic storage
- Cleaning equipment
These "boring" items add up quickly.
How to organize for a claim
Your insurance company doesn't want to dig through a shoebox of receipts. Make it easy:
By room — Group items by location so the adjuster can mentally walk through your home.
With photos — Every item should have at least one clear photo showing it exists in your home.
With receipts attached — Link purchase documentation directly to the item it belongs to.
Exportable — You need to be able to generate a complete report quickly. PDF format works for most insurers.
Special categories that need extra attention
Electronics
Serial numbers are critical. Insurance companies verify these against manufacturer databases. Photograph the sticker on the back of every TV, computer, gaming console, and major appliance.
Jewelry and watches
Get appraisals for items over $1,000. Standard homeowners policies often cap jewelry coverage at $1,500-2,500 total. You may need a rider for valuable pieces.
Collections
Coins, stamps, art, wine, sports memorabilia — these need specific documentation and often separate coverage. Photograph everything and get professional appraisals.
Home improvements
That new kitchen renovation? The finished basement? Document the cost and keep contractor invoices. These increase your home's value and your replacement cost coverage.
The post-disaster reality
Here's what happens after a major loss:
- You're displaced, stressed, and trying to remember everything you owned
- Your insurance company sends a claims adjuster
- You submit a list of lost items with documentation
- The adjuster reviews and negotiates each item
- You receive payment (often in installments)
This process can take weeks or months. The better your documentation, the faster and more complete your settlement.
Starting from zero
If you don't have an inventory, don't panic. Start today:
- Walk through your home and photograph each room from multiple angles
- Open every drawer, closet, and cabinet — photograph contents
- Focus on high-value items first — electronics, appliances, furniture, jewelry
- Add details over time — model numbers, receipts, serial numbers
Even a basic photo inventory is dramatically better than nothing.
Storing your inventory safely
Your inventory documentation needs to survive whatever destroyed your home:
- Cloud storage — Accessible from anywhere, survives any local disaster
- Shared with family — Someone else can access it if you can't
- Regularly updated — Review quarterly, add new purchases immediately
- Exportable — You can generate a report for your insurance company
This is exactly what HomeIndex is designed to do — give you cloud-based, shareable, exportable documentation that's ready when you need it.
The bottom line
The time you spend documenting your home is an investment that pays off massively if you ever need to file a claim. The average claim takes months less to process with good documentation. The average payout is thousands of dollars higher.
Don't wait for the disaster. Start your inventory today.