Contents Documentation Procedure
Field procedure for fire contents inventories, pack-out chain of custody, salvageability decisions, and photo proof that ties cleaning, storage, and replacement lines to item-level evidence.
Claims Ninja Operations
Purpose
Build room-located contents inventories with photo proof and pack-out chain of custody — so manipulation, cleaning, storage, and replacement lines survive contents desk review.
When to use
Pack-out or on-site contents manipulation scheduled
Signal: Soot-affected furniture, textiles, or personal property in multiple rooms
Carrier requests inventory before approving contents lines
Signal: Adjuster email or estimate note requiring itemized proof
High-value or questionable salvageability items present
Signal: Electronics, art, antiques, or heavily soot-coated textiles
Contents odor or specialty cleaning tracks required
Signal: Ozone chamber, ultrasonic, or textile restoration planned
Required documentation
Room-located inventory with description, quantity, and condition
Photos of high-value and questionable items before pack-out
Soot, smoke, and odor impact noted per item or group
Salvageability and disposition — clean, store, replace
Pack-out date, rooms packed, storage location, and chain of custody
Photos and narrative for non-salvageable items before disposal
Required when replacement lines may be disputed.
Step-by-step process
- 1
Inventory contents in place before movement
Field- Walk room by room using same naming convention as smoke documentation.
- Record description, quantity, pre-loss condition, and soot or odor impact.
- Photograph high-value, electronics, and questionable items before pack-out.
Inventories created after pack-out without item photos are a top contents denial trigger.
- 2
Classify salvageability and disposition
Field- Mark each item or group: clean on-site, clean off-site, store, or replace.
- Photograph items that cannot be cleaned successfully before replacement lines.
- Note specialty tracks — ultrasonic, textile, electronics — in inventory comments.
- 3
Execute pack-out with chain of custody
Field- Log pack-out date, rooms packed, inventory reference, and storage location.
- Photograph loaded trucks or containers with inventory batch reference when practical.
- Maintain chain of custody notes for off-site processing facilities.
- 4
Document cleaning and processing by track
Office- Tie processing invoices and procedure logs to inventory line references.
- Separate ultrasonic, textile, electronics, and general contents evidence folders.
- Log odor treatment for contents when ozone chamber or specialty deodorizing is used.
- 5
Reconcile inventory to estimate and supplement gaps
Office- Match inventory lines to carrier estimate contents section room by room.
- Queue supplement for omitted manipulation, cleaning, storage, or replacement lines.
- Attach inventory index to supplement cover letter with page references.
Quality gates
High-value items photographed before pack-out
Inventory room names match photo and sketch naming
Pack-out chain of custody complete for off-site storage
Non-salvageable items have photos and narrative before disposal
Common mistakes
| Mistake | Impact | Correction |
|---|---|---|
| Inventory built after pack-out without in-place item photos | Contents cleaning and replacement lines lack proof; proportional cuts follow. | Inventory and photograph items in place before any movement. |
| Bundling unlike contents tracks without method detail | Ultrasonic, textile, and electronics lines collapse under desk review. | Separate evidence folders and invoice references by processing track. |
| Pack-out and storage lines without inventory pages attached | Storage looks like billing without substance. | Tie every pack-out line to inventory reference and custody log. |
| Replacement lines without non-salvageable proof | Carriers assume cleanable until photos show otherwise. | Document failed cleaning tests and disposal justification per item group. |
Inventory built after pack-out without in-place item photos
Impact: Contents cleaning and replacement lines lack proof; proportional cuts follow.
Correction: Inventory and photograph items in place before any movement.
Bundling unlike contents tracks without method detail
Impact: Ultrasonic, textile, and electronics lines collapse under desk review.
Correction: Separate evidence folders and invoice references by processing track.
Pack-out and storage lines without inventory pages attached
Impact: Storage looks like billing without substance.
Correction: Tie every pack-out line to inventory reference and custody log.
Replacement lines without non-salvageable proof
Impact: Carriers assume cleanable until photos show otherwise.
Correction: Document failed cleaning tests and disposal justification per item group.
Supplement opportunities
Carrier estimate omits contents manipulation for soot-affected rooms
Room inventory with photos and pack-out log.
Line item hint: Contents manipulation, packing, and pad protection lines
Specialty cleaning required for electronics, textiles, or ultrasonics
Item photos, processing invoices, and procedure logs by track.
Line item hint: Contents cleaning by specialty method
Non-salvageable items documented after failed cleaning attempt
Test-clean failure photos and disposal tickets.
Line item hint: Contents replacement and debris disposal lines
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