Proof of Loss Requirements

What Is a Proof of Loss?

A Proof of Loss is a formal, sworn statement that you submit to your insurance company documenting the details of your loss. It's essentially a legal declaration, signed under oath (and often notarized), that describes what was damaged or lost, when it happened, and how much the loss is worth.

Many policyholders don't realize that most insurance policies require submission of a Proof of Loss within a specific timeframe, often 60 days from the loss. Failing to submit one, or submitting an incomplete or inaccurate form, can result in your claim being denied.

Critical Deadline Warning

Check your policy for the Proof of Loss deadline. Missing this deadline is one of the most common reasons for claim denials. The clock typically starts running from the date of loss, not from when you discovered the damage.

When Is a Proof of Loss Required?

Not every claim requires a formal Proof of Loss, but many do. You'll typically need to submit one for:

Property damage claims: Homeowners, renters, or commercial property
Fire losses: Almost always requires formal documentation
Theft claims: Especially for high-value items
Water damage claims: Particularly for significant losses
Business interruption claims: Documenting lost income

Even if your policy doesn't explicitly require a Proof of Loss, the insurer may request one. When they do, take it seriously; it becomes a formal requirement once requested.

California Note

California Insurance Code section 2071 establishes the standard policy provisions for fire insurance, including Proof of Loss requirements. California law requires insurers to provide claim forms (including Proof of Loss) within 15 days of receiving notice of a claim. See Cal. Code Regs. tit. 10, section 2695.5(e)(3).

Insurers must provide all necessary forms promptly
If the insurer fails to provide forms, this may toll (pause) deadlines
California courts have excused late filings where the insurer's conduct caused the delay

What Must Be Included

A Proof of Loss typically must include the following information:

Policy Information

Your policy number, the name of the insured, and the property address covered.

Date and Time of Loss

When the damage occurred or was discovered. Be as specific as possible.

Cause of Loss

What caused the damage (fire, theft, water, etc.). This must match a covered peril.

Description of Damage

Detailed list of damaged or lost items, including make, model, age, and condition.

Value of Loss

The dollar amount you're claiming. Include both actual cash value and replacement cost if applicable.

Other Insurance

Information about any other insurance policies that might cover the loss.

Sworn Statement Warning

The Proof of Loss is a sworn document. Any false statements can be considered fraud and may result in claim denial, policy cancellation, and even criminal prosecution. Be accurate and honest; when in doubt, say "unknown" or "estimated."

Documentation Checklist: Supporting Your Proof of Loss

1.Photos/videos of damage (before and after if available)
2.Receipts or proof of purchase for lost items
3.Repair estimates from contractors
4.Police report (for theft or vandalism)
5.Fire department report (for fire losses)
6.Inventory list with descriptions and values
7.Appraisals for high-value items
8.Bank/credit card statements showing purchases
9.Medical records (if personal injury involved)
10.Business financial records (for business interruption)

Step-by-Step: Completing Your Proof of Loss

Get the Correct Form

Request the official Proof of Loss form from your insurance company. Don't use a generic form; your insurer may have specific requirements. They're required to provide this upon request.

Gather All Documentation

Before filling out the form, compile all supporting evidence: photos, receipts, estimates, and inventories. This prevents having to amend the form later.

Complete Every Section

Don't leave blanks. If something doesn't apply, write "N/A." If you don't know, write "Unknown" or "Estimated." Incomplete forms can be rejected.

Calculate Your Loss Carefully

Use actual values where possible. If estimating, mark clearly as estimates. Include both actual cash value (ACV) and replacement cost value (RCV) if your policy covers RCV.

Review Before Signing

This is a sworn statement. Review every entry for accuracy. Consider having an attorney or public adjuster review it before submission.

Sign and Notarize

Most Proof of Loss forms require notarization. Plan ahead; you'll need to visit a notary public or use a mobile notary service.

Submit with Proof of Delivery

Keep a complete copy. Submit via certified mail with return receipt, or by email with read receipt. Document when and how you submitted.

Common Proof of Loss Deadlines

Deadlines vary by policy and state. Here are common timeframes, but always check your specific policy:

Type of Policy	Typical Deadline	Notes
Standard Homeowners	60 days	From date of loss; some policies allow 90 days
Fire Insurance	60 days	Standard form policies follow statutory requirements
Commercial Property	60-90 days	Check policy; may vary significantly
Flood Insurance (NFIP)	60 days	Federal program has strict requirements
Business Interruption	Varies	Often tied to property policy deadlines

Requesting an Extension

If you cannot meet the deadline, request an extension in writing immediately. Most insurers will grant reasonable extensions, especially for complex losses. Document their response. If they deny an extension unreasonably, this could support a bad faith claim.

Sample Proof of Loss Form Fields

While forms vary by insurer, here's what a typical Proof of Loss includes:

Sworn Statement in Proof of Loss

Name of Insured:

Your legal name as it appears on the policy

Policy Number:

HO-12345678

Date of Loss:

MM/DD/YYYY, Time (if known)

Location of Loss:

Full address of the damaged property

Cause of Loss:

Fire, water damage, theft, etc.

Description of Damaged Property:

Attach detailed inventory with values

Amount of Loss Claimed:

$XX,XXX.XX (broken down by category)

Other Insurance:

List any other policies covering the loss

Signature & Date:

Signed under penalty of perjury

Common Mistakes to Avoid

Undervaluing your loss: Don't lowball to seem reasonable. You can't increase your claim later.
Overvaluing your loss: Inflated claims can be denied entirely and may constitute fraud.
Missing the deadline: This is the most common reason for denial. Calendar it immediately.
Incomplete forms: Blank spaces can be grounds for rejection. Use "N/A" or "Unknown."
Not keeping copies: Always keep complete copies of everything you submit.
Failing to update: If you discover additional damage later, you may need to submit a supplemental Proof of Loss.
Not getting help: For significant losses, consider hiring a public adjuster or attorney.