10 Things to Check Before Lodging a Landlord Insurance Claim.
A well-prepared claim is easier for everyone to deal with. Before anything is lodged, check the policy, confirm the facts and make sure the supporting records are complete, clear and easy to follow.
A landlord insurance claim should not start with a rushed email and a folder full of unrelated documents.
Before anything is lodged, take a few minutes to make sure the file actually tells the story.
Here are 10 things worth checking first.
1. Check the actual policy.
Start with the landlord’s current policy documents.
Check:
policy number
policy period
type of cover
relevant section of cover
exclusions
excess
claim limits
any special conditions
Do not assume the event is covered because it sounds like something landlord insurance would normally respond to.
The policy wording matters.
2. Be clear about what happened.
Write a simple summary of the event.
For example:
Renter vacated owing rent and damage was identified at the final inspection.
Or:
Water entered through the ceiling following a storm and caused damage to the bedroom carpet and plaster.
Keep it factual.
Avoid trying to decide the insurance outcome before the claim is assessed.
3. Confirm the key dates.
Make sure you can quickly identify:
when the issue occurred
when it was discovered
when the agency was notified
when the landlord was advised
when contractors attended
when the tenancy ended, if relevant
when repairs started
when the property was re-let, if relevant
A clear timeline makes the file much easier to understand.
4. Check the condition evidence.
Where damage is involved, compare the property before and after.
Gather:
entry condition report
entry photos
routine inspection reports
previous photos of the affected area
final inspection report
current photos or video
Where possible, take photographs before clean-up or repairs change the condition of the property.
5. Review the maintenance history.
Check whether the issue had been reported before.
Look for:
previous maintenance requests
contractor reports
quotes
landlord approvals
landlord refusals
earlier inspection comments
repeat problems
This can become important where there is a question about gradual deterioration, an existing defect or delayed maintenance.
6. Check the financial records.
Make sure the numbers are accurate.
Depending on the claim, this may include:
rent ledger
arrears
weekly rent
invoices
repair quotes
cleaning costs
replacement costs
re-letting information
If loss of rent is involved, check the ledger carefully before sending it.
7. Make sure the notices and tenancy documents are complete.
Where the claim involves arrears, termination, abandonment or a tenancy ending, gather the relevant documents.
That may include:
tenancy agreement
notices issued
proof of service
tribunal applications
tribunal orders
possession documents
renter correspondence
new tenancy agreement if the property has been re-let
Do not wait until the insurer asks for a document that is difficult to find.
8. Check whether anything still needs to be protected or preserved.
Before disposing of damaged items or completing major repairs, consider whether the insurer may need:
photographs
inspection
contractor assessment
damaged items retained
further evidence
Urgent work may still be needed to make the property safe or prevent further damage.
Where practical, document the condition first.
9. Check the excess and likely value of the claim.
A covered event does not always mean lodging a claim will be worthwhile.
Check:
applicable excess
approximate repair or loss value
whether several excesses could apply
whether the landlord wants to proceed
The decision belongs to the landlord.
The PM can make sure they have the information needed to make it.
10. Organise the claim file before sending it.
Do not send 40 attachments with no explanation.
A simple claim file might contain:
1. Claim summary
What happened.
2. Timeline
Important dates and actions.
3. Tenancy records
Lease, ledger and notices.
4. Property evidence
Condition reports and photos.
5. Maintenance history
Relevant reports, quotes and instructions.
6. Financial information
Invoices, quotes and amounts being claimed.
7. Supporting communication
Only the correspondence relevant to the claim.
The easier the file is to understand, the easier it is for someone else to assess what happened.
Simple Claim Cover Email.
Subject: Landlord Insurance Claim – [Property Address]
Hi [Name],
Please find attached the information relating to the landlord insurance claim for [property address].
The claim relates to [brief description of event or loss].
We have included the relevant supporting information, including:
claim summary and timeline
tenancy agreement and rent records
condition reports and photographs
relevant maintenance or contractor information
invoices or quotes
supporting correspondence
Please let me know if you require any further information or documentation to assist with your assessment.
Kind regards,
[Property Manager Name]
[Agency]
Before lodging, ask one final question.
If somebody who knows nothing about this property opened this file, could they understand what happened within five minutes?
If the answer is no, organise it first.
The PM does not need to decide whether the claim will be accepted.
But they can make sure the insurer receives a clear, accurate and well-supported version of events.
That is often the difference between simply sending documents and actually preparing a claim properly.