A preparation guide from American Financial Claims. Updated September 20, 2026. This guide organizes information; it does not determine coverage or replace advice for your specific claim.
01. Create one master folder
Name the folder with the property address and a short loss description. Keep the claim number in a note inside it. Avoid putting sensitive identifiers into filenames that may later be shared. Keep unrelated financial or personal documents out of the claim folder.
02. Separate six document groups
Use folders for Policy, Carrier Correspondence, Photos, Estimates, Invoices and Timeline. Keep the full policy with its endorsements. Put carrier letters in date order. Keep estimates from different sources separate so you do not confuse a carrier revision with a contractor proposal.
03. Keep versions instead of overwriting
When a new estimate arrives, save it as a new file with the date and source. Retain the earlier version. An updated total can conceal which quantities or line items changed; having both versions makes a comparison possible. Do the same with revised scopes and reports.
04. Build a short communication timeline
Record the date, person or organization, subject and action needed. Link each entry to the relevant email, letter or report. Distinguish a confirmed fact from your own question. After a call, make a dated note while the conversation is still fresh.
05. Prepare a review packet
Start with a one-page summary describing the damage, current claim status and three questions you most want answered. Follow it with the latest carrier position and estimate. The larger folder should remain available, but the opening summary makes the first conversation easier to focus.
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