What Is a Proof of Loss? Deadlines, What to Include and Mistakes to Avoid

A proof of loss is a formal statement, usually signed under oath, in which you tell your insurer what was damaged, what caused it, and how much you are claiming. It is not the same as reporting the claim. Your notice of loss starts the claim; the proof of loss puts a sworn number on it. Because you sign it, and because policies make it a condition of payment, it deserves more care than most policyholders give it.

When you have to submit a proof of loss

• Homeowners policies: most standard homeowners forms require a signed, sworn proof of loss within 60 days after the insurer asks for one. Not every insurer asks, but if yours does, the clock starts with the request. Read the "Duties After Loss" section of your policy for the exact wording.
• Flood insurance under the National Flood Insurance Program: the standard flood policy requires a proof of loss within 60 days of the date of loss, unless FEMA extends the deadline after a major event.
• Florida claim deadlines are separate and still apply: notice of a new or reopened property claim generally must be given within one year of the date of loss, and a supplemental claim within 18 months.

What a proof of loss usually includes

• The date, time and cause of the loss.
• Your interest in the property and anyone else's — for example, your mortgage company.
• Other insurance that may cover the loss.
• The amount claimed for the building, other structures and contents, usually supported by estimates, an inventory and receipts.
• Any changes in the property's use, occupancy or title since the policy started.

Mistakes that cost policyholders money

• Signing the insurer's pre-filled number. If the insurer sends a completed form, the amount on it is its number, not yours. Do not sign a figure you don't agree with.
• Claiming too early. Damage from water, fire and hurricanes keeps revealing itself for weeks. If you must submit before the full scope is known, say so in writing and keep the right to supplement.
• Leaving things out — contents, additional living expenses, debris removal, code upgrades, other structures.
• Guessing. Round numbers with no support invite disputes. Attach estimates, an inventory and receipts.
• Missing the deadline. If you can't finish in time, ask the insurer in writing for an extension before it expires and keep the reply.
• Not keeping a copy. Keep a complete copy of what you signed and proof of when you sent it.

If the insurer rejects your proof of loss

An insurer that disagrees with your figure should tell you why. Ask for that in writing, along with its own estimate. Disagreements about the amount of loss can often be resolved by negotiation; many policies also include an appraisal clause for disputes over value. A public adjuster can prepare and document the proof of loss for you and handle the back-and-forth that follows.

Five Star Claims Adjusting's licensed public adjusters review claims at no upfront cost, and we are paid a percentage of the settlement only if we recover money for you. If your claim has been underpaid, delayed or denied, ask us for a free claim review.