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When an incident occurs, time starts ticking — and stress can work against you. Between calls, repairs, and paperwork, many policyholders make mistakes that cost them money, time, or even their entire compensation.

One of the most overlooked — yet most crucial — aspects is documentation. Without clear evidence, receipts, and a consistent narrative, even a legitimate claim can collapse.

In this article, we explain why documentation is key to any insurance claim, the most common mistakes to avoid, and step-by-step tips for a successful process.

Why Is Documentation So Important?

When you file an insurance claim, the company doesn't assess your word — it assesses your evidence. The insurer needs to verify:

What happened

When it happened

How the damage occurred

What items were affected

What the financial loss is

A poorly documented claim often leads to:

Compensation offers below the actual value

Rejections for “lack of evidence”

Unnecessarily delayed processes

Loss of the right to claim

In short: the better the documentation, the faster and fairer the outcome.

Common Mistakes in Insurance Claims

Many policyholders lose out simply because they make critical errors. Here are the most common ones:

Not taking photos or videos before repairs It’s natural to want to fix things quickly, but cleaning, painting, or repairing before documenting the damage means losing your main proof.

Not keeping receipts or estimates The insurer needs proof of your expenses or projected costs to calculate fair compensation.

Filing incomplete or confusing claims Poorly filled reports, vague details, or missing info often result in claim rejection.

Not requesting the adjuster's report This document contains the insurer’s version of the incident. Without it, you lack essential insights to defend your claim.

Failing to file a written claim Verbal communication isn’t enough. A proper claim should be submitted in writing and acknowledged for legal validity.

What Documentation Do You Need?

Here’s what you should gather to support your insurance claim:

Insurance Policy Have both the general and specific terms at hand so you know what’s covered and what isn’t.

Claim Report This official document notifies the insurer. The more complete it is, the better. Include:

Date and time

Cause of the damage

Affected items

Witnesses, if any

Photos and Videos Take clear pictures of:

Physical damage

Property or vehicle condition

Any visible signs of the incident (water, smoke, broken glass, etc.)

If possible, record a short explanatory video.

Technical Reports If a plumber, electrician, or technician was involved, always ask for a written report. It provides objective proof of the damage and its origin.

Receipts and Estimates Keep all documents related to:

Repairs

Replacements

Professional services (moving, temporary housing, etc.)

Police Report (if applicable) For theft, accidents, or vandalism, a police report is often mandatory to process the claim.

Tips for a Successful Insurance Claim

To avoid errors and boost your chances of success, follow these essential tips:

Report the Incident ASAP You have 7 legal days from the incident to notify your insurer. Sooner is better.

Keep Copies of Everything Save both digital and physical copies of every document. Also store emails and proof of delivery.

Be Present for the Adjuster's Visit Clearly explain what happened and show your evidence. Don’t assume “they’ll see it.”

Request the Adjuster’s Report Ask for it in writing. You’re entitled to it, and it’s a valuable tool if you disagree with their assessment.

Review the Compensation Offer Carefully Don’t sign if you disagree. Ask for a second opinion or hire an independent expert.

Dispute in Writing if Necessary File a formal complaint with the insurer’s customer service, attach all your evidence, and request a reasoned response.

What If the Insurer Doesn’t Respond or Rejects Your Claim?

If your insurer:

Keeps delaying

Rejects your claim

Offers a significantly lower amount…

Don’t give up. You can:

Request a counter-assessment

File a complaint with the Directorate-General for Insurance

Work with professionals like MataSeguros to manage the process for you

Tell us your case, and we’ll fight for what you’re owed. We only get paid if you do.

Conclusion

Documentation is the backbone of any successful insurance claim. Without proof, it’s your word against theirs. And in insurance, evidence wins.

Avoid common mistakes, gather evidence from the start, and never settle for less than you deserve.

At MataSeguros, we help you file professional claims and maximize your compensation — hassle-free.

📩 Contact us and let us handle your claim with care.