A large part of our appraisal practice involves appraising for insurance claims and moving company damage and loss. We often encounter people who must create an inventory list from memory at a time of extreme stress, such as fire, theft, flood, or other disaster. Lists created under these conditions are seldom accurate or complete.

In the event of a loss, the insured is usually required to show two types of information for a claim to be settled: proof of ownership and proof of value. An appraisal made prior to the loss is acceptable to adjusters for both proof of ownership and value, but most people do not have this documentation, or only have an appraisal on high value items. The next best thing to have is a videotape or photographs of the contents of the home. You can do this yourself or hire a professional.

To be able to make a complete inventory after a loss, have photographs of the contents of all drawers, cupboards and closets. Go room by room and include the garage, attic, and yard. Take wide-view photos of the corners of the room, overall shots of each piece of furniture and close-up details of the furniture including any manufacturers labels or other identifying marks. Capture images of the items hung on the walls, include carpets and rugs and incorporate ceiling fixtures. Don’t forget to include collections, such as stamps, Hummel figurines, and widgets. These photos can serve as memory-joggers, if necessary.

In addition to pictures, jot down dimensions, known history of the items such as date and place of purchase, unique characteristics of the possessions (is your driver’s license number engraved on them?). Note any damage or repair, and other information that might be helpful in recovering them should they be stolen, and appraised if lost.

After you have gone to this trouble, place the photos and documentation in a secure location away from the home, such as a safe deposit box or fireproof cabinet at work. Update the information on a regular basis. It’s better to have the inventory and not need it, than to need it and not have it.

If you have an appraisal, be advised that according to the Uniform Standards of Professional Appraisal Practice, the appraiser is required to retain a record of the client files for only five years, or for two years after final disposition of any judicial proceeding in which testimony was given, whichever period expires last. Some appraisers keep all client files indefinitely, but ask your appraiser to be certain. The appraiser’s copy of your appraisal may not be available when you need it.

Whether you engage the services of a professional personal property appraiser, or inventory and photograph your home’s contents on your own, have a plan in place for itemizing your household inventory, and follow that plan.

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