What to Inventory

The biggest inventory mistakes are usually scope mistakes: logging items that are outside the claim, or missing items that should have been captured. A better process is to decide scope first, then collect details with consistency.

Why inventory scope changes by claim

What you inventory depends on factors like:

• Type of loss (fire, water, theft, wind, etc.).
• Type of claim (contents only, full structure + contents, commercial vs residential).
• Carrier or policy requirements for documentation and valuation.
• Your role in the process (insured, adjuster, inventory team, or contractor).

When in doubt, align to the specific claim instructions from the carrier or lead adjuster and document your reasoning.

What you should usually inventory

• Items that were damaged, destroyed, or stolen.
• Unsalvageable contents affected by contamination, smoke, or water.
• High-value items that require individual documentation and valuation.
• Any item specifically requested by the carrier, adjuster, or policy holder.

What you should usually not inventory

• Undamaged items outside the scope of the active claim (unless requested).
• Structural building elements when the assignment is contents only.
• Duplicate line items that describe the same property loss.
• Items you cannot identify at all without any supporting notes, photos, or context.

Recordkeeping varies by role

The inventory itself might look similar, but the documentation burden can differ depending on who you are:

• Insured/homeowner: ownership details, approximate purchase date, and supporting receipts when available.
• Public adjuster or desk team: defensible line descriptions, clear evidence, and pricing-ready documentation.
• Field inventory team: fast, complete capture with enough detail for downstream review and pricing.

Always record these details

No matter the claim type, these basics make the inventory cleaner and easier to review:

• Room or area where the item was located.
• Clear item description (what it is, not just a generic label).
• Brand/manufacturer when visible.
• Quantity and condition.
• At least one clear supporting image when possible.

Electronics: always capture model and serial

For electronics, the most important details are the model number and serial number. These details are often the difference between a broad estimate and an accurate, defensible valuation.

During capture, say the model and serial out loud while the camera is focused on the label. This gives you both spoken and visual documentation.

• Record the full brand and product type.
• Speak and record the exact model number.
• Speak and record the exact serial number.
• Capture a close-up image of the data plate or sticker.

Keep different set sizes on separate lines

If you have mixed set sizes for the same item type, split them into separate line items. For example, if there are VHS singles and VHS triple sets, they should not be combined on one row.

• Create one line item for VHS singles.
• Create a separate line item for VHS triple sets.
• Keep quantity, description, and pricing distinct for each set size.

Learn more at inventoryquant.com.