A property damage report is the first written account of what happened to a building: the date, the cause, what was damaged and how badly, who was hurt or put at risk, who has been told, and what it is going to cost. It is usually written by the owner, landlord or property manager within a day or two, and it becomes the starting point for the insurance claim, the repair, and any argument about who is responsible. This template works for any cause — a storm, a burst pipe, a fire, a car through the garage wall, a break-in — and walks you through the report in the order you will gather it. Damage is recorded one area at a time with its own photos, and answers that point to a hazard or a growing problem are lifted into a summary of findings at the top. You can fill it in here and download a finished PDF without creating an account.
Write it down while it is fresh
The details that matter most are the ones that fade fastest: the exact time you found the damage, what the weather was doing, who was in the building, what you did first, and what the room looked like before anyone started cleaning up. A report written the same day, with photos taken before anything is moved, is far harder to question than one pieced together a week later from memory.
So start with the basics — when it happened, when it was found, and what you believe caused it — and take wide photos of each damaged area before you touch it. Close-ups come second. If you have to clear something to make the building safe, photograph it first.
Make it safe, then record what you did
Most insurance policies expect the owner to take reasonable steps to stop damage getting worse: shutting off water, covering a hole in the roof, boarding a broken window. The report asks whether the damage is still spreading, what has been done so far, and whether anything is still waiting. A roof left open to the rain, or a leak nobody has shut off, becomes a finding on the report so it does not get lost.
It also asks about hazards to people — wet wiring, a gas smell, a sagging ceiling, sewage, broken glass — and whether anyone was hurt. If someone was injured, file your normal incident or accident report as well and attach a photo of it here; this report notes the injury, it does not replace that record.
One area at a time
Rather than one long paragraph describing everything, the damage is listed area by area: the kitchen, the north side of the roof, the back fence. Each area has the parts that are damaged, a short description, how severe it is, and its own photos. That makes the report easy for an insurer or contractor to follow, and it means a quote can be matched to the area it covers.
If water is involved — from a storm, a pipe, a flood or firefighting — a short extra set of questions opens: how deep it got, what kind of water it was, whether mold or a musty smell has appeared, which appliances it reached, and whether the property has had water damage before. Speak while you walk, and the document writes itself: say "garage, about four inches of water along the back wall, water heater sitting in it" and it lands in the right place.
Witnesses, insurance and costs
If anyone saw the damage happen, or found it, take their name, how to reach them and their account in their own words while they still remember it. A neighbour who heard the tree come down at 2 am, or a tenant who reported the drip three days earlier, can settle a question about timing that photos cannot.
The last part gathers the money side: the insurer and policy, the claim number once there is one, what has been spent on emergency work, and each repair quote or invoice as its own line. Keep the receipts and attach photos of them. The report ends with next steps — who is doing what, and by when — and signatures from the person reporting, anyone reviewing it, and the person receiving it.
Common questions
What should a property damage report include?
When the damage happened and when it was found, the cause, a description of each damaged area with photos, any injuries or hazards, who has been notified, what was done to make the property safe, witness details, insurance information, repair estimates or invoices, next steps, and the signature of the person making the report.
Who should fill in a property damage report?
Usually the property owner, landlord, property manager or facilities lead — whoever is responsible for the building and will be dealing with the insurer and contractors. A tenant can use it to report damage to a landlord, and a business can use it as its internal record before a claim is opened.
Is this the same as an insurance claim form?
No. Your insurer will have its own claim form or online process. This report is the record you build from the start — the facts, photos, witnesses and costs — so that when the insurer or adjuster asks, everything is already written down in one place.
How soon should I write the report?
As soon as the property is safe — ideally the same day. Photograph the damage before cleaning up or moving things, note the time you found it, and record what you did to stop it getting worse. You can add quotes, invoices and the claim number later.
What if I do not know the cause yet?
Choose "Not known yet" and describe what you can see. A plumber, roofer or adjuster may confirm the cause later; add their finding to the notes or the next-steps list when you have it. It is better to say you are unsure than to guess.