Filing an insurance claim shouldn't feel like solving a puzzle, but here's the reality: the difference between a smooth claim that gets paid quickly and one that drags on for months often comes down to what you do in the first 48 hours after damage occurs. Whether you're dealing with a burst pipe, a kitchen fire, or storm damage to your roof, knowing the right steps can mean thousands of dollars in your pocket instead of the insurance company's.
Here's what most people don't realize: denial rates for insurance claims jumped significantly in recent years, with 77% of providers reporting increased denials in 2024 compared to just 42% in 2022. But there's good news—more than half of denied claims (51.7%) are eventually overturned and paid when policyholders know how to fight back. This guide walks you through the entire claims process, from the moment damage happens to getting your settlement check.
Before You File: The Critical First Steps
First things first: make sure everyone is safe. If your damage is catastrophic—think major fire, flood, or structural damage—get your family to safety before worrying about the claim. Once you're secure, call 911 if needed and report any crimes (like theft or vandalism) to the police immediately. You'll need that police report number for your claim.
Now comes the million-dollar question: should you even file a claim? Check your deductible first. If you have a $2,500 deductible and the damage will cost $3,000 to fix, you'll only get $500 from insurance—but filing that claim could raise your premiums for years. As a rule of thumb, only file if the damage exceeds your deductible by a meaningful amount, or if it's catastrophic.
Before you do anything else, grab your phone and start documenting. Take photos and videos of everything—the wider damage, close-ups, different angles, and anything that shows the cause. If a tree fell on your roof, photograph the tree, the roof damage, the interior damage, everything. This is your evidence, and you can't have too much of it. Nearly half (46%) of claim denials in 2024 were due to missing or inaccurate information, so thorough documentation is your best defense.
Filing Your Claim: The 8-Step Process
Contact your insurance company immediately—and by immediately, we mean within 24 hours if possible. Most policies require prompt notification, and some have strict deadlines. You can typically file online through your insurer's app, call their claims hotline, or go through your agent if you have one. Have your policy number, contact information, and a brief description of what happened ready.
While you wait for the adjuster, make temporary repairs to prevent further damage—this is actually required by most policies. If your roof is leaking, tarp it. If a window broke, board it up. Save every receipt for materials and labor; your policy should reimburse these costs. But here's the key: don't throw anything away yet. The adjuster needs to see the damaged items, so keep everything until they've completed their inspection.
Create a detailed inventory of damaged or destroyed items. For each item, note the description, age, original purchase price, and estimated current value. Include serial numbers if you have them, and dig up receipts, credit card statements, or photos that show you owned these items. This list doesn't have to be perfect on day one—you can add to it—but start it immediately while details are fresh.
The insurance company will assign an adjuster to inspect your property and estimate the damage. This typically happens within a few days to a week. Be present during this inspection if possible, and walk them through everything. Point out damage they might miss. Ask questions. Take notes on what they say. Remember, the adjuster works for the insurance company, not you—they're trained to protect the company's bottom line.
Here's where many people make a costly mistake: they accept the first settlement offer without question. Don't. Get at least two or three estimates from licensed contractors for repair work. If these estimates are significantly higher than what the insurance company offered, you have grounds to negotiate. According to 2025 data, the average claim takes 32 days to process, with 44 days from loss to final payment, so don't feel rushed to settle.
Working with Adjusters: Know Your Options
The adjuster your insurance company sends works for them, not you. Their job is to assess the damage fairly, yes, but also to protect their employer's financial interests. This creates an inherent conflict that you need to understand. If you feel the company's offer is too low or the process seems unfair, you have another option: hiring a public adjuster.
A public adjuster is a licensed professional who works exclusively for you, the policyholder. They assess your damage, prepare your claim, negotiate with the insurance company, and fight for the maximum settlement. Studies show that policyholders who use public adjusters receive significantly higher settlements than those who go it alone. The catch? They typically charge 5% to 40% of your settlement, usually on a contingency basis (they only get paid if you do).
When does it make sense to hire a public adjuster? For large claims (generally over $10,000), complex damage, or when the insurance company denies your claim or makes a lowball offer. For a $3,000 claim, their fee might not be worth it. For a $100,000 claim where the insurance company is offering $60,000, that 10-15% fee could be the best money you ever spend.
Avoiding Claim Denials: Common Pitfalls
The best defense against a denied claim is knowing your policy before you file. Read it now, not after disaster strikes. Know what's covered, what's excluded, your deductible, your coverage limits, and any special requirements. Many denials happen simply because the damage isn't covered—like flood damage on a standard homeowners policy (you need separate flood insurance for that).
Documentation errors are the number one reason claims get denied or reduced. Three in four denials (77%) stem from paperwork issues, not medical or technical judgment. This means missing receipts, incomplete inventories, poor photos, or failure to prove ownership. Keep meticulous records from day one. If you have a phone conversation with your insurer, follow it up with an email summarizing what was discussed. Paper trails matter.
If your claim is denied, don't give up. More than half of denied claims are eventually overturned on appeal. Review the denial letter carefully—it must explain why they're denying coverage. If you disagree, gather additional evidence and file an appeal. Many states have consumer protection divisions that can help if you believe your insurer is acting in bad faith.
Getting Paid and Moving Forward
Once your claim is approved, understand how payment works. Most insurers issue two checks. The first check covers the actual cash value of the damage—that's the replacement cost minus depreciation and your deductible. After repairs are completed and you submit the final contractor's bill, they'll issue a second check for the depreciation amount (if you have replacement cost coverage).
Stay in regular contact with your insurance company throughout the repair process. Don't assume everything is handled—check in weekly for status updates. If repairs take longer than expected or additional damage is discovered, notify your insurer immediately. Some policies allow for supplemental claims if new damage is found during repairs.
Filing an insurance claim doesn't have to be a nightmare, but it does require diligence, documentation, and knowing when to push back. The policyholders who get the best settlements are the ones who treat the process like the business transaction it is—professional, organized, and informed. Start by documenting everything, know your policy inside and out, and don't be afraid to negotiate or bring in professional help when the stakes are high. Your insurance company has adjusters, lawyers, and actuaries on their side. Make sure you're equally prepared.
