Home Inventory for Insurance Claims: Phone Photo Method + Free Template

A home inventory is proof of three things: what you owned, what it was (brand/model/serial), and what it costs to replace.
After theft, fire, or major water damage, that proof reduces back-and-forth and makes it easier to finish your claim list.
Consumer guidance commonly recommends using a list plus photos and/or video to document belongings.¹²

What insurers usually ask you for after a loss

After a claim, you’re typically asked for an itemized list of damaged or stolen belongings. At a minimum, you want to provide:

• What it is (description)
• Brand + model
• Approx. purchase date
• Price paid (if known) and/or replacement cost today
• Evidence (photos/video, receipts, serial numbers)

The Insurance Information Institute recommends capturing basic details (make/model, what you paid) and specifically calls out
recording serial numbers for major appliances and electronics.¹
A state insurance department guide also emphasizes photos/video, descriptions, receipts/model numbers/serial numbers,
and storing copies safely offsite.²

The fast, claim-ready phone method

This is the quickest approach that still holds up when you need to prove ownership and value.

Step 1: Create one folder and a simple naming rule

Create a folder/album called:
Home Inventory – [Last Name / Address]

Use a consistent name format so you can match photos to your list later:

ROOM–CATEGORY–##

Examples:

• KITCH–APPLIANCES–01
• LR–ELECTRONICS–02
• GAR–TOOLS–01
• MBR–JEWELRY–01

Step 2: Record one slow video per room (the coverage layer)

Do a slow pan of each room. Open closets, drawers, and cabinets. Say a few key items out loud as you go
(brand + approximate year is plenty).
III specifically recommends taking pictures of entire rooms/closets/drawers and also suggests a video walk-through where you describe contents.¹
California’s DOI guide similarly recommends videoing drawers and commenting about items, then keeping a copy offsite.²

Step 3: Photograph high-value items and serial numbers (the proof layer)

Do a second pass for items that are expensive, easy to steal, or hard to describe:

• TVs, computers, consoles, cameras
• tools, bikes, instruments
• collectibles, art, designer items
• high-end furniture/rugs

For each item, take two photos:

• the item clearly
• the model/serial label (especially electronics and appliances)

III specifically recommends recording serial numbers as a useful reference after a loss.¹

Step 4: Capture receipts and appraisals (only for big-ticket items)

If you have them, screenshot or photograph:

• receipts/invoices
• warranty confirmations showing model and price
• appraisals (jewelry, collectibles)

III recommends keeping proof of value like receipts, purchase contracts, and appraisals with your inventory.¹

Step 5: Back it up offsite (non-negotiable)

If your phone is damaged, lost, or you can’t access your home, you still need your inventory. Store it somewhere offsite:

• personal cloud storage (strong password + MFA)
• encrypted external drive stored away from home
• optional: share read-only access with a trusted person

FTC recommends using personal cloud storage protected with a strong password and multifactor authentication, and reviewing your household inventory and storage at least once a year.³
California DOI also recommends storing inventory/supporting documentation in a safe place away from the home and updating at least annually.²

Free home inventory template (copy/paste)

Use this in Google Sheets, Excel, or Notion. Keep it simple: high-value items get detail; low-value bulk items can be grouped.

Room/Area	Item	Brand	Model	Serial #	Qty	Purchase Date (approx)	Price Paid (if known)	Replacement Cost (today)	Notes	Photo/Video ID	Receipt/Appraisal (Y/N)	Storage Location
Living Room	TV	Samsung	QN90B	XXXXX	1	2022-11	1600	1400	wall mounted	LR–ELECTRONICS–01	Y	Drive/HomeInventory
Kitchen	Stand mixer	KitchenAid	Artisan 5qt	XXXXX	1	2021-05	350	380	red	KITCH–APPLIANCES–03	N	Drive/HomeInventory
Garage	Cordless drill	DeWalt	DCF887	XXXXX	1	2023-02	180	180	2 batteries	GAR–TOOLS–02	Y	Drive/HomeInventory

Copy/paste TSV (optional):

Room/Area	Item	Brand	Model	Serial #	Qty	Purchase Date (approx)	Price Paid (if known)	Replacement Cost (today)	Notes	Photo/Video ID	Receipt/Appraisal (Y/N)	Storage Location
Living Room	TV	Samsung	QN90B	XXXXX	1	2022-11	1600	1400	wall mounted	LR–ELECTRONICS–01	Y	Drive/HomeInventory
Kitchen	Stand mixer	KitchenAid	Artisan 5qt	XXXXX	1	2021-05	350	380	red	KITCH–APPLIANCES–03	N	Drive/HomeInventory
Garage	Cordless drill	DeWalt	DCF887	XXXXX	1	2023-02	180	180	2 batteries	GAR–TOOLS–02	Y	Drive/HomeInventory

How to use it without turning it into a weekend project

• Start with high-value categories first (electronics, tools, jewelry, bikes, instruments).
• Group low-value bulk items: “12 work shirts,” “cookware set,” “dish set for 8,” etc. III suggests counting clothing by general category.¹

The “don’t forget these” checklist

• Closets (coats, shoes, kids’ clothing)
• Kitchen cabinets (small appliances, cookware)
• Garage tools and lawn equipment
• Hobby gear (bikes, skis, golf clubs, cameras, instruments)
• Off-site storage unit contents (include them in your inventory)¹

How often to update (realistic schedule)

• Once a year: reshoot room videos + skim your list for big changes (FTC recommends at least annual review).³
• After big purchases: add 2 photos + 1 row (III recommends updating regularly, especially after big purchases).¹
• After remodels: redo affected rooms

California’s DOI guide also recommends updating at least once per year and notifying your insurer about major new purchases so you’re adequately insured.²

Using your inventory during a claim (simple workflow)

1. Take post-loss photos/video first (damage and affected rooms).
2. Tell the insurer you have pre-loss documentation.
3. Export your sheet and attach: room videos, item photos + serials, receipts/appraisals for high-value items.
4. Submit your list in batches if needed (start with largest items and total-loss rooms).

Optional: use a free app instead of a spreadsheet

If you prefer an app, the NAIC Home Inventory App lets you group items by room/category, upload photos, scan barcodes,
and export your inventory. The phone + template method above still works even if apps change.⁴

FAQ

Do I need receipts for everything?
No. Photos/video plus brand/model/serial is often enough to support a claim list for common household items.
Receipts help most for expensive items and hard-to-price categories.¹

Should I list every fork and towel?
No. Group low-cost bulk items and spend your time documenting big-ticket categories first.¹

Where should I store the inventory?
Offsite. Cloud storage secured with a strong password/MFA or an encrypted drive stored away from home are common options.³²

How detailed should it be?
Detailed for high-value items (model/serial/photos). For everyday items, grouped entries are fine.¹

References

1. Insurance Information Institute (III). “How to create a home inventory” (make/model, serial numbers, receipts/appraisals, photos/video, count clothing by category, update guidance).
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2. California Department of Insurance. “Home Inventory Guide” (video drawers, model/serial numbers, offsite storage, update at least annually, notify insurer about major purchases).
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3. Federal Trade Commission (FTC). “How To Organize Your Important Papers Before a Disaster Strikes” (personal cloud storage with strong password + MFA; review household inventory and storage at least once a year).
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4. NAIC. “Home Inventory” (NAIC Home Inventory App: photos, barcode scanning, grouping by room/category, export).
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Last updated: December 05, 2025

Disclosure: Educational only. Claim documentation requirements vary by insurer, state, and policy form. This guide shares common documentation practices and consumer guidance; always follow your insurer’s claim instructions.