Proof of Loss: What It Is and How to Fill It Out

What a proof of loss is

A proof of loss is a sworn statement you send to your insurer after a covered loss. It lists the date and cause of the damage, the property you lost or damaged, and the dollar amount you claim for each item.

Your insurer uses the proof of loss to set the amount it will pay. Many proof of loss forms ask you to sign under oath or in front of a notary, so the statement carries the same weight as sworn testimony ^[6].

The proof of loss is not the same document as your first call or email to report the damage. The first notice opens your claim file. The proof of loss comes later, after you and your adjuster have inspected the damage, and it puts a specific dollar amount in writing.

When insurers ask for a proof of loss

Flood insurance and homeowners insurance treat the proof of loss differently.

The Standard Flood Insurance Policy, used by every National Flood Insurance Program policy, always requires a proof of loss. The policy requires you to send a complete, signed, and sworn proof of loss within 60 days after the date of loss ^[2]. FEMA tells policyholders to submit the form within that 60-day window even if they disagree with the adjuster's estimate ^[1].

A homeowners policy works differently. Many homeowners policies let the insurer request a sworn proof of loss after you report a claim. In Texas, the state's approved sworn proof of loss endorsements, HO-190 and TDP-014, set out what the insurer can ask you to sign once it makes that request ^[6].

The request can arrive by mail, by email, or verbally from your adjuster. Write down the date you received the request, because that date can start the clock on your deadline to respond.

A commercial property policy or a policy for a rental you own may use a different claim process than a standard homeowners policy. If you hold one of those policies, ask your insurer directly whether it requires a proof of loss and when.

What goes on a proof of loss form

Proof of loss forms vary by insurer and policy type, but most ask for the same core facts ^[6]:

• The date and cause of the loss
• Your interest in the damaged property, and the interest of any co-owner or lienholder
• A list of the damaged or destroyed items, with the amount you claim for each one
• Other insurance that may cover the same loss, with the company name and policy number
• The actual cash value and the replacement cost of the damaged property
• Your signature, dated and, for most homeowners forms, sworn before a notary

An NFIP flood claim adds its own attachments. You generally need a building damage estimate and, if you lost personal property, a separate inventory of those items ^[1].

Write clearly and use the same item descriptions your adjuster used in their estimate. This helps your insurer match your figures to the inspection report instead of treating your proof of loss as a new, unrelated list.

Documents to attach to your proof of loss

Gather these records before you fill out the form, so your numbers match what you can prove.

• Photos and video of the damage, taken as soon as it is safe to enter the property
• Your adjuster's written estimate, if you have one
• Your own repair or replacement estimate from a licensed contractor
• Receipts for emergency repairs, temporary housing, or items you already replaced
• A written inventory of damaged or destroyed personal property, with the age and value of each item
• Your building damage estimate, for an NFIP flood claim ^[1]
• A police or fire department report, if one was filed
• Your policy number and the claim number your insurer assigned

Attach copies, not your only originals. If your insurer asks for an original signature, send that page by mail and keep a scanned copy for your own file.

How to fill out a proof of loss form

1. Get the form from your insurer or adjuster. Ask which form applies to your policy.
2. Read every line before you write on it. Note any line you do not understand and ask your adjuster or agent what it means.
3. List each damaged item or area of damage on its own line, with a short description.
4. Gather your supporting records first: photos, repair estimates, receipts, and any police or fire report.
5. Enter the dollar amount you believe is correct for each item. You can use your own estimate. You do not have to accept the insurer's figure before you sign.
6. Total the amounts and enter the total you are claiming.
7. Sign and date the form. If the form requires a sworn statement, sign it in front of a notary.
8. Make a copy of the completed form before you send it.
9. Send the form to your insurer by a method that gives you proof of delivery.

Deadlines for a proof of loss

Deadlines differ by policy type and state. Read your own policy and confirm the date with your insurer.

If a hurricane, flood, or other disaster hits a wide area, FEMA has sometimes extended the 60-day NFIP deadline for policyholders in that specific disaster. These extensions apply only to the named event, so confirm with your insurer or the NFIP servicing agent whether one applies to your claim before you rely on a longer deadline.

Partial proofs of loss and supplements

You do not have to finish documenting every item before you file. For an NFIP flood claim, FEMA says you can submit the proof of loss form even if you think the adjuster missed items, then file a supplemental claim later for anything left out ^[1].

For a homeowners claim, ask your insurer in writing whether it will accept a proof of loss that covers the items you have documented so far, with a note that you will send a supplement as you get more estimates and receipts. Keep a copy of that request.

What to do if you disagree with the amount

You can put your own estimate of the loss on the proof of loss form. You do not have to adopt the insurer's figure.

• Keep every receipt, written estimate, and photo that supports your number.
• Ask your insurer for a copy of its own estimate and review it for items it left out or priced wrong.
• Check whether your policy has an appraisal clause. This is a separate process for resolving a disagreement over the dollar amount of a loss, and it does not decide whether the loss is covered.
• Contact your state insurance department if your insurer will not respond to your proof of loss or will not explain its decision.

A proof of loss sets your claimed amount in writing, but it does not end the conversation. You can send follow-up letters, additional estimates, and a formal request for appraisal after you submit it, as long as you stay inside any deadline your policy sets for those steps.

Keep copies and proof of delivery

Make a copy of the signed proof of loss before you send it. Keep the copy with your claim file.

Send the form by a method that gives you proof of delivery, such as certified mail with a return receipt, a tracked courier, or an email with a delivery or read receipt. If your insurer later says it never received the form, your proof of delivery shows the date you sent it.

Write the date you sent the form on your copy, and note how you sent it. This record matters most when a deadline is close.

Store the copy with the rest of your claim file: your policy, the adjuster's estimate, your photos, your receipts, and any letter the insurer sends you. A complete file helps you answer a question from your insurer or your state insurance department months after the loss.

After your insurer receives your proof of loss, it reviews the form against the adjuster's inspection and any estimate already on file. A Texas homeowners insurer generally has 15 business days after it has everything it needs to tell you in writing whether it accepts or rejects your claim, then 5 business days to pay the amount it accepts ^[3]. A Florida insurer must pay or deny a property claim within 60 days of receiving notice of the claim ^[5]. These timelines apply only in the state named, so ask your own insurer what its review process looks like.

If your insurer asks you for more information after you submit the form, answer in writing and keep a copy of your answer. If your insurer does not respond at all, follow up in writing and note the date of each contact, then file a complaint with your state insurance department if the silence continues.

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