By Earl Carr, Jr., President of Gulf 52, Hammond, Louisiana

One of the most common reasons insurance claims get delayed is improper documentation. In the construction and disaster recovery business, this reality comes up often. Many property owners focus on the physical damage, which is understandable, but forget that paperwork is just as important. Without the right documentation in place, even the most straightforward claims can get held up for weeks or even months.

Insurance companies are looking for one thing: proof. They need to see clear, consistent, and organized information that supports the loss being claimed. When paperwork is missing, incomplete, or contradictory, the process slows down because adjusters have no choice but to ask for more information or investigate further. Every additional step means more time without resolution.

The first place problems usually start is with the initial claim filing. Claim forms need to be completely filled out, with no missing fields. Incomplete claim forms create questions that adjusters have to chase down. A missed detail might not seem like a big deal, but to the insurance company, it raises doubts that have to be answered before any money moves.

Photographs are another critical piece that often gets overlooked or rushed. Taking just a few quick pictures after a loss is not enough. Adjusters need to see wide-angle shots, close-ups, and multiple angles to properly assess the extent of the damage. Photographs should clearly show the location, date, and scale of the loss. Without good visual evidence, insurance companies are left guessing at the real condition of the property, which leads to more requests for inspections and paperwork.

Repair estimates and invoices also need to be thorough and professional. Vague or handwritten estimates without itemized breakdowns cause major delays. Insurance companies need clear numbers showing exactly what work is needed, what materials will be used, and what the costs are based on. If anything looks questionable or incomplete, it triggers more questions and more back-and-forth communication.

Consistency matters just as much as completeness. If the timeline in the police report does not match the description in the claim form, or if photographs show different weather conditions than stated, the inconsistencies create concerns. Adjusters are trained to spot anything that does not line up, and every inconsistency is treated as a potential red flag.

Another common mistake is failing to submit all supporting documents at the same time. Sending in a claim form first, then repair estimates a few days later, then photos a week after that causes confusion. Claims that are submitted in pieces get moved to the side while adjusters wait for everything to arrive. Claims that come in complete and organized are easier to process and move faster through the system.

Digital technology has made it easier to submit documents, but it has not changed the need for strong organization. Uploading blurry photos, cutting off parts of receipts, or submitting unclear scanned documents only adds new problems. Digital submissions must be just as clear, organized, and consistent as paper ones.

Keeping detailed records from the very beginning makes a big difference. Creating a claim packet with a checklist helps make sure nothing important is missed. A good claim packet includes:

• A fully completed claim form
• A clear description of the event, including date, time, and circumstances
• Time-stamped photographs of all damages from multiple angles
• Itemized repair estimates from licensed contractors
• Copies of any police reports, fire reports, or incident reports
• Receipts or invoices for emergency repairs or mitigation services
• A timeline of events and actions taken following the loss

Proper documentation not only speeds up approvals but also strengthens the claimant’s negotiating position. When everything is clear and organized, there is less room for disputes over the value of the claim or the extent of the damage. Strong documentation gives adjusters what they need to justify the claim amount internally, which speeds up settlement offers.

Insurance policies often have very specific requirements about proof of loss, deadlines for filing claims, and documentation standards. Understanding those requirements ahead of time, before a loss occurs, can prevent a lot of frustration later. A review of policy obligations once a year is a good practice for any property owner or business.

During high-volume periods, such as after hurricanes or large storm events, documentation becomes even more important. When thousands of claims flood insurance companies at once, adjusters prioritize the claims that are easiest to verify and approve. Incomplete or sloppy documentation pushes claims to the bottom of the pile, while clean and complete claims move through the system faster.

The goal is not to overwhelm insurance companies with information but to provide exactly what is needed in a clear, consistent format that tells the story of the loss without raising unnecessary questions.

Poor documentation can turn an already stressful situation into an even longer, more frustrating process. Good documentation shortens that timeline, protects the value of the claim, and helps ensure a fair outcome. It is one of the few areas of the claims process that can be controlled from the beginning.

Attention to detail, consistency, and organization are not just helpful — they are essential. A claim is only as strong as the paperwork that supports it.