How Owners Can Document Losses Without Really Trying

The older couple looked more worried now than they did when the tornado ripped the roof off their home. I had just presented them with the invoice for repairing and replacing their roof, it was nearly $12,000.00. I laughed and said, "You only have to pay your $250 deductible, the insurance has already paid the rest."

The husband stammered, "We haven't seen any checks from the insurance company."

"Are you sure? The adjuster told me he sent the checks."

"No, we haven't received any checks."

I grabbed my phone and called the adjuster. "Are you sure you sent the checks?"

"Yes," he stated. "They went out over 3 weeks ago. They should have them."

I suggessted to the owners that we look through all the correspondence they had from the insurance. They found opened letters on the counter, some envelopes on the top of the fridge and some other papers on the desk. Half of the envelopes had not been opened. We started with the unopened envelopes. In the second and third ones, we found a check in each. 

I asked why they hadn't opened these checks? The owner said he had stopped reading them because they didn't make any sense and he was tired of being confused. 

While insurance losses can be confusing, Owners have a responsibility to maintain proper records for losses. It not only helps you understand what is going on, but can make a world of difference later if you end up with legal issues. You should ask for copies of all documents you sign from both the insurance company and any contractors. Having in your file what they have in their file, prevents documents from changing.

Keep All Documents in One Place - During an insurance loss, owners are inundated with paperwork. In fact, the adage is really true, "He who has the most paper work usually wins." There will be contracts from everyone, estimates from everyone, satisfactory completion documents, change orders, insurance policies, letters from the adjuster, invoices, etc., and that is if the job goes well.

Create a file, a large envelope or a box that "everything" related to the job goes in. Keep it in the same place. This way the papers will go in and they will still be there when you need them.If there are legal proceedings, the mountain of paperwork will continue to rise. If you don't have a way to organize and retain it all in one place, you will lose critical documents and may lose your case.

I knew one family involved in a lawsuit against a large construction company, who received 20,000 pages of documentation from the opposing attorney. All of it needed to be read to determine if it was accurate.

Prepare for the worst,
Expect the best, and
Take whatever comes.

If you just follow the first phrase and only prepare for the worst, bad things will happen to you all the time. The Law of Attraction is real and we usually receive exactly what we expect.

I had a judge/attorney with a water loss who spent the first 45 minutes I was there telling me about all the lawsuits he had over his home. I innocently asked him, "Should I expect to be sued as well?" He was flustered, but assured me that it wouldn't happen. He was a challenging customer, but since I thoroughly documented everything that happened, we stayed out of Court.


Sticky Notes - For a long time I carried a small spiral notebook in my pocket to record thoughts, ideas, assignments, etc. But then I found I would have so many new notes in one day, that the things I was supposed to do were hidden 5-6 pages back in the notebook. I also found that notes for different jobs were only in my notebook, notes for several jobs were all on one page or they were never in the job folder where I needed them months later. Then I discovered sticky notes.

The 2"x2" size became the hard copy of my brain. I would keep several pads in my car, on my desk and in my notebook. One thought or phone number per page. Then they were posted in the location best suited to be completed or saved; the dash of my Jeep, on the wall by my desk or at home by the phone. They all went into the appropriate job folder and months later I still had the phone number, address, or summation of a phone call.

In spite of technology and the Internet offering us text messaging, emails and other forms of communication, I still find sticky notes often the fastest way to initially preserve a thought, which I can then transfer easily to another medium when I have time.

Notes in the Cloud - There are many note-taking apps that are available for all the different I-Phones, Android Phones, Blackberries, I-Pads, tablets, etc. Most of these include the feature of storing the information on the Internet Cloud and then automatically syncing with multiple devices.

Many apps also enable you to verbally dictate notes that are then converted into text on the spot. This allows you to take quick notes on site or in a meeting and then when you return to your computer, you can flesh out the document, save it and then share it through texting, email, fax or other media.

I often take the notes of the meeting on my phone and send them to the other party at the conclusion so we both have exactly the same notes and written agreements. They can be organized and printed out later to preserve a hard copy.

Photos and Videos - There is no easier way for owners to document their contents, as well as the progress of a job, than with photos. In less than 2 minutes, you can take several pictures of a room and have concrete documentation of your possessions. In less than an hour, you can have a record of everything you own.

Taking photos is no longer hard nor expensive and often they can be shared, even while you are talking on the phone, enhancing the communication experience.

It is a skill to learn what to photograph. I used to go back through the shots I had taken and the item I was looking for was always just outside the frame. Lots of practice will teach you what will likely be needed later. The more photos you take, the greater chance you have of documenting what you need.

The best way to photograph is the way movies are filmed. 

     First take a wide shot of each wall,
     Then take closer details of each shelf, 
     Then close-up shots of items of greater value or interest,
     Possibly both front and back.

Videos are also great for documenting larger areas, such as the exterior of a building, large rooms or piles of content. It is important to pan slowly and remain for at least 5 seconds on each area or item or you will become motion sick playing it back or have to continually pause the video.

It is important to store an additional copy of your documentation at another location or on the Cloud. I had one client with several collections of rare and expensive items. Fortunately she saw a show on TV encouraging everyone to photograph their items. She grabbed her son's digital camera, went around the house and took about 600 pictures. Two weeks later, they had a fire that destroyed 90% of their home and all of her collections. We found the camera on the floor in her son's bedroom submerged in 6 inches of water. The SD card was undamaged and she was able to be compensated for all her years of hard work.

Whatever method or methods you use to document your loss, the better you do it, the less your chances are of ending up in court. Most of these ideas are simple and easy once you decide to develop the habit.  

Remember, he who has the most paper work usually wins.

It is Everyone's Job - It is important for each of us to take responsibility for our own documentation. The extra time spent properly documenting always saves you time and lots of money. Documenting responsibly and regularly is one of the paths to happiness and peace of mind.

What Will My Insurance Company Cover In a Fire?

--Each insurance policy is different.--
You will need to speak with your insurance adjuster to determine 
exactly what your insurance company covers in a fire.

The huge firetruck screeched to a halt. The Fire Chief barked orders and the crew flawlessly connected hoses to the hydrant, snaked them across the yard and water began to pour onto the burning house. Paul marveled at the sight, until the realization that this was his house snapped him back into reality. In less than half an hour it was over. Eighteen years of sweat equity, repairs and pride was reduced to a smoldering, sagging shell. He had insurance, but Paul had no idea who it was with, what was covered or where to start.


The first thing to do to determine what is covered in a fire loss is to speak with your agent.  Your agent will be able to tell you who the insurance company is and how to contact them.  Often, your agent can file your claim for you, sometimes they can't and you will have to do it yourself.


After the fire is over, you may not be able to find your policy or remember who the company was, but you should have your agent's name and phone number recorded in phone, Rolodex or some other place you store your contact's names and phone numbers.  It is always a good practice to have these special numbers in different locations, such as; work, with a friend or another family member's home.  

Fire insurance was actually the first type of insurance available to home owners. You will find that most insurance companies cover all the damages that result from a fire. This includes demolition, cleaning, repairing and rebuilding the structure as well as, replacing damaged furnishings and contents.



Demolition - This is the process of removing the debris from your home.  It can include; framing, drywall, insulation, carpeting as well as damaged furniture and clothing.  Those items that are nailed down are generally referred to as "property" and what is not nailed down, are "contents" or "personal property".  Labor, materials and dumpsters to haul off this debris is usually covered.


Cleaning - Most fires do not completely destroy a home.  Part, if not all of the structure, can be cleaned and repaired.  Cleaning consists of more than just wiping the black off with a wet cloth.  Special grease cutting agents are used and proper protocol, including the direction and way to wipe, are needed to do the job right. 


Cleaning is usually cheaper than replacement, so insurance companies are generally eager to try cleaning first, if it is a viable option, then look at replacement.


Sealing - After the structure is cleaned, there may still be staining and/or odor.  The staining can result from either chemical changes to the exterior finish from the heat or the soot particles can enter the pores of the surface when they open from the intense heat.  Regardless of the reason, the remaining staining or odor will not come out.  Special sealers are applied to these surfaces to trap or encapsulate the staining and odors.  



Repairing/Rebuilding - Once the debris is removed and the remaining structure cleaned and sealed, the repairs can begin.  Your insurance will usually pay to put the structure back exactly as it was before the fire occurred.  This includes the same design and materials that were originally used.  It is possible to change colors, materials or finishes as long as the total cost of repairs is equal to, or less than, what was there before the fire.


That said, an owner has the right to rebuild their home how ever they choose, including a complete remodel or extensive additions.  If this is the case, your insurance company is usually only obligated to pay the cost to put your home back to its pre-loss condition.  Any costs that exceed this would be borne by the owner.

Furnishing and Contents - While most homeowners will look at furniture and clothing as different items, the insurance company considers them all "contents".  Most companies have a "new for old" replacement clause for homeowner policies.  This means that any piece of content that was damaged, as long as it is still serviceable, will be replaced at the current replacement cost with a new item.


Some policies for businesses, rentals, condos, or assigned risks, do not have "new for old" replacement clauses.  It is wise to examine your policy before a loss to determine what your potential risks actually are in this situation.  Many times it is much greater than the policy holder assumed.


You will be required to generate a complete list of all the damaged items, with the replacement cost, and submit it to the adjuster for review and payment.  In the event of a large loss or other extenuating circumstances, the insurance company may pay for the services of a qualified restoration company to help generate this list.


Some policies also have a code upgrade rider available, to pay for additional costs needed to bring the structure up to current building code requirements.


Payment - You will generally be paid in steps during the repair process, upon verification of the loss and costs.  Checks are often issued to you for:

• Emergency Needs - Emergency purchases of new clothing, food or lodging.
• Additional Living Expenses - Payment for all additional expenses incurred as a result of the fire, i.e., lodging, food, etc.
• Contents - Payment for replacement of these damaged items.  
• Construction Draws - For small jobs, this can be the entire amount of repairs, for large jobs, it can be various percentages of the total cost that are paid as benchmarks are reached.
• Final Payment - At the end of the job, items that were not anticipated in the beginning or already paid, are examined and reviewed so that final payment can be given to you. 

Again, every insurance company and policy are different.  

You will need to discuss with your agent or adjuster
to determine exactly what is covered by a fire and
how much money is allowed for the various categories.

Four Rules to Survive a Disaster

Whether its a flood, fire or earthquake, here are four rules everyone needs to know to survive a disaster. Careful attention to these principles will save owners, adjusters and restoration companies countless hours of headaches and heartaches.

Rule 1 - My damages are my responsibility. Restoration companies are here as part of the solution, they are not part of the problem. I must always place the liability on the right entity.

Rule 2 - Things break. That is why I have a disaster. The restoration company's job is to repair my home as close as possible to its pre-loss condition, but sometimes, they can only make the imperfect look perfect.

Rule 3 - Everyone is busy. I have budgeted neither time nor resources for this problem. Before I called, the contractors were also busy repairing the property of other people. But, as I do my best to make decisions and provide access to my property during regular business hours, they will do their best to complete the work as soon as possible and practical.

Rule 4 - Restoration is a lot like pregnancy. It always takes longer than we want and the last two weeks can be unbearable.

Now you know the four rules to survive a disaster.