Restoration Contractor Evidence Guide
On water, fire, mould, and storm damage jobs, documentation is the foundation of every claim. Structured, timestamped photo evidence helps adjusters approve scope, protects you from scope creep disputes, and gives property owners something credible to present to their insurer.
Immediately after arrival
- Photograph the full extent of damage before any mitigation work begins.
- Document the source of damage — burst pipe, flood entry point, fire origin.
- Capture moisture readings, visible mould growth, or structural damage.
- Record the condition of all affected rooms and adjacent spaces.
- Note the date, time, and address in your report.
During mitigation and remediation
- Document each stage: extraction, drying, demolition, remediation.
- Photograph hidden damage discovered behind walls or under flooring.
- Record moisture readings at key points throughout the drying process.
- Document any items removed, discarded, or saved.
- Photograph each day's progress on longer jobs.
At job completion
- Photograph all restored and repaired areas.
- Document clearance moisture readings confirming drying is complete.
- Capture final condition of all affected rooms.
- Export a structured PDF report to include in your insurance documentation.
- Retain records for the duration of any claim or dispute window.
Key areas to document on every job
- Damage source and point of entry
- All affected rooms with scope of damage per room
- Structural elements: walls, ceilings, floors, framing
- HVAC, plumbing, and electrical components if affected
- Contents affected: furniture, appliances, personal items
- Exterior if relevant: roof, foundation, drainage
Common mistakes restoration contractors make
- Not photographing damage before emergency mitigation starts
- Relying on single-angle photos that don't convey full scope
- Missing documentation of hidden damage behind walls or under floors
- Not recording moisture readings alongside photos
- Providing photos without timestamps or structured organisation
- Not giving property owners a copy they can submit to their insurer
How StayProof helps
StayProof turns job site photos into structured, timestamped condition reports with room-by-room evidence and AI-assisted damage descriptions. The PDF is shareable with property owners, adjusters, and insurers. It provides a credible, organised record that supports the scope of work and simplifies claim processing.
Disclaimer: StayProof reports are documentation aids. They do not replace professional assessment, legal advice, or formal insurance evaluation.
Document damage before restoration begins.
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