A preparation guide from American Financial Claims. Updated September 20, 2026. This guide organizes information; it does not determine coverage or replace advice for your specific claim.
01. Start with the parties and the property
Identify the property owner, operating business, tenant and any association involved. Gather the relevant policy schedules and lease or responsibility records. List the people who can arrange access and explain which items or improvements belong to whom.
02. Separate building, contents and operations
Create distinct records for building repairs, equipment and inventory, and the effect on operations. An equipment list should identify the item and available ownership information. A repair proposal should describe the property and work it addresses. Operational notes should explain what changed and when.
03. Keep the contractor evidence together
Ask each contractor for the scope, dates, photographs, reports and invoice connected to their work. Label emergency measures separately from proposed permanent repairs. Keep revisions so the reason behind a change can be reviewed later.
04. Record disruption with dates
Preserve a timeline showing when operations stopped or changed, which activities were affected and when access or capacity changed. Retain supporting accounting records in a controlled location. The timeline explains the operating story; policy review is still needed before any income-related coverage conclusion.
05. Appoint a point of contact
A single coordinator can prevent conflicting document versions and missed inspection arrangements. Keep a list of open requests and who is responsible for each response. Review the packet with the team before sharing it, and send only documents relevant to the claim.
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