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Property Damage Report Form Template

Streamline your property damage reporting process with this template

Facing property damage can be stressful, and documenting it correctly is crucial. This property damage report form template is designed for homeowners, landlords, and businesses looking to streamline reporting. By using this template, you can facilitate quick documentation of damages, ensure accurate records for insurance claims, and simplify the communication process with contractors. Additionally, it's customizable and fully compliant with accessibility standards, ensuring clarity for all users. Explore the live template to make your reporting easier.

Use this Template (FREE) Live Preview
Your full name
Email address
Phone number
Preferred contact method
Email
Phone call
Text message
Any
Your relationship to the property
Owner
Tenant/Renter
Property manager
Landlord
Real estate agent
Neighbor
Employee
Contractor
Other
Please Specify:
Property address (include street, city, state/province, and postal code)
Property type
Single-family home
Apartment/Condo
Multi-unit residential
Commercial/Office
Industrial/Warehouse
Retail
Land/Outdoor area
Other
Please Specify:
Is it currently safe to enter the property?
Yes, safe to enter
No, unsafe
Unsure
Date of incident
Primary cause of damage
Please Specify:
Areas affected (select all that apply)
Please Specify:
Brief description of what happened
Estimated severity of damage
Minor (cosmetic)
Moderate (functional issues)
Major (significant impairment)
Severe (uninhabitable/unsafe)
Total loss
Unsure
Utilities impacted (select all that apply)
Electricity
Water
Gas
HVAC heating/cooling
Internet/Communications
None
Not sure
Is water currently present at the property?
Yes, currently present
No
Unsure
Immediate actions taken (select all that apply)
Shut off water
Shut off power
Tarped or boarded openings
Cleaned or dried area
Moved items to safety
Called emergency services
Called contractor/repair service
None
Other
Please Specify:
Were there any injuries?
Yes
No
Unsure
Authorities or services notified (select all that apply)
Police
Fire department
Utility company
Local authority/Building management
Insurance company
None
Other
Please Specify:
Do you have property insurance for this location?
Yes
No
Unsure
Insurer name (if applicable)
Link to photos/videos (if available)
Do you have photos or videos of the damage?
Yes, I can provide a link now
Yes, I will send separately
No
Not yet
Permission to enter the property for inspection
Yes, with prior notice
Yes, anytime during business hours
No
Not at this time
Type your full name as signature
Signing date
I confirm the information provided is true and accurate to the best of my knowledge
True
False
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Paper art illustration depicting a property damage report form for an article on FormCreatorAI

When to use this form

Use this form when wind, water, fire, vandalism, or vehicles damage buildings, units, or equipment. Facility managers, landlords, HOA boards, and tenants can document what happened, the location, photos, witnesses, and repair needs. Submitting a complete record helps insurers, maintenance teams, and safety staff act fast and avoid disputes. For smoke or fire-related losses, pair it with an Initial fire incident report form. If the event involved trespass, vandalism, or break-ins, your security team may also need a Security incident report form. If missing items are the primary issue, file a Stolen property report form.

Must Ask Property Damage Report Questions

  1. What exactly was damaged, and where is it located?

    Clear item names, asset tags, model numbers, and the exact room or address let you assess scope and value. This detail speeds approvals, dispatches the right vendor, and reduces back-and-forth.

  2. When did the damage occur and when was it discovered?

    Precise timestamps support insurance and legal needs and help you match the event to logs or CCTV. They also reveal delays between occurrence and discovery, which may change liability or mitigation steps.

  3. What is the likely cause of the damage?

    Naming the cause (storm, burst pipe, fire, vandalism, vehicle impact, equipment failure) guides safety actions and repairs. It also helps prevent repeat events by addressing root issues.

  4. Was anyone injured or exposed to hazards during the incident?

    If someone was hurt, you must document it and route care fast. For employees, also submit an Employee injury report form to keep health and safety records complete.

  5. What evidence and repair details can you provide (photos, video, estimates)?

    Photos, video, and receipts verify the loss and cut claim review time. Repair quotes and timelines help you budget, prioritize work, and reduce downtime.

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