Proof of Loss
What Is a Proof of Loss?
In insurance, a proof of loss is a form you fill out to tell your insurance company. It includes:
- What happened
- What was damaged or lost as a result
- How much money it’ll take to fix or replace
- Why that amount is fair and accurate
This allows your insurance company to assess your claim and determine whether your policy can cover it.
Why Does Proof of Loss Matter for My Business?
Without a complete proof of loss form, your insurance company doesn’t have the information it needs to know if it can cover your loss or not. This is not optional paperwork; your insurance company needs this info to accurately and quickly assess your claim (meaning you’ll get paid faster, too).
If you can’t tell your insurance company how much your broken piece of equipment is worth, the claims adjuster won’t know if your policy limits will cover some or all of the cost to repair it.
TL;DR: No proof of loss form = no coverage.
What’s Included in a Proof of Loss?
A proof of loss form includes several sections for you to submit information about your loss.
Swipe →
| Section of the Form | What It Means | What You Might Include |
|---|---|---|
|
Policy information |
Who you are and which policy applies to this loss |
Policy number, business name, contact info |
|
Date and description of loss |
What happened and when |
Short description, date, location |
|
Property or items damaged |
What was actually lost or damaged |
Item list, quantities, photos, serial numbers |
|
Amount claimed |
How much you’re asking the insurer to pay |
Replacement cost, repair estimates, invoices |
|
Other insurance/payments |
Whether anyone else is paying for this loss (e.g., other insurance clause) |
Info on other policies, payouts, or reimbursements |
What Does Filing a Proof of Loss Insurance Form Look Like?
Here’s what will happen when you need to file a proof of loss:
- The loss occurs: Something goes wrong, like a fire, burst pipe, theft, etc.
- You report the claim: You contact your insurance company and submit a claim following their instructions
- Adjuster reviews and requests proof of loss: Your assigned claim adjuster will follow up with you for more detailed information and documentation, including a proof of loss form
- You complete the proof of loss: Fill out the form, attach evidence of the loss, sign, and submit to your adjuster
- Insurance company evaluates and responds: They may ask follow-up questions about the incident or the loss before approving or denying your claim
What Are Common Mistakes to Avoid With Proof of Loss Forms?
Some of the biggest errors people make with their proof of loss forms include:
- Missing the submission deadline: Most insurance companies will tell you how long you have to complete and submit your form (e.g., 30–60 days); missing this deadline could lead to delays or denied coverage
- Neglecting to list smaller items that add up: Your proof of loss form should include all your losses stemming from that claim, including the little ones
- Claiming amounts with no backup documentation: If your laptop was stolen and you say it was worth $2,000 without providing receipts/proof, your claim could be denied
- Not reading before you sign: If there are errors, your insurance company may allow you to submit a revised proof of loss form within the original deadline, but this isn’t always possible
| Do This | Not This |
|---|---|
|
Keep receipts, estimates, and photos together |
Guess loss numbers and assume they will be accepted |
|
Ask your adjuster if you’re unsure about something |
Ignore the form and hope it goes away |
|
Submit by the deadline |
Wait until after the day the form is due (or after) |
|
Be honest and consistent |
Exaggerate losses to “make up for it” |
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