Claims: what to document before you ever need it
Specialty and valuables claims fail—or succeed—long before a loss occurs. Unlike standard property, high-value items, collections, and unique assets can’t be priced, replaced, or even identified correctly without documentation that already exists.
This article outlines simple, practical preparation that dramatically speeds future claims: photos, provenance, appraisals, veterinary records, and storage details. None of this is difficult. Most of it takes minutes. All of it matters when something goes wrong.
- Photos
- Provenance
- Appraisals
- Records
- Storage
If it can’t be proven, it can’t be paid
Specialty insurance doesn’t work like standard homeowners coverage. The insurer isn’t guessing what you owned—they’re verifying it.
- Ownership: You must show the item existed and that you owned it.
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Description:
The insurer needs to know exactly what the item was—not a category.
“Gold ring” is vague; “18k yellow gold Cartier Love Ring, size 6” is usable.
- Value: Claims pay based on documented value, not sentimental value or memory.
Specialty claims aren’t about trust—they’re about proof.
Photos: the single most powerful tool
Clear photos often do more for a claim than any written description.
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Take multiple angles:
Front, back, sides, markings, serial numbers, and distinguishing features.
For jewelry, include clasps, stamps, and gemstones; for art, signatures and backs.
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Context shots:
Photograph items in the place they’re normally kept.
This helps establish storage conditions and reduces disputes.
- Update photos: Re-shoot after major changes, restoration, or acquisition of new items.
A good photo can replace a thousand follow-up questions.
Provenance, receipts, and appraisals
Documentation establishes both legitimacy and value—especially for unique or appreciating items.
- Receipts and bills of sale: Keep originals or digital copies showing purchase price and date.
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Appraisals:
Required for many scheduled items and critical at claim time.
Most carriers prefer appraisals updated every 2–5 years.
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Provenance records:
Prior owners, certificates of authenticity, gallery invoices, or breeder documentation.
This is especially important for art, collectibles, watches, and rare items.
Value that isn’t documented is value that can be negotiated down.
Animals, livestock, and high-value pets
When the insured “property” is alive, documentation becomes even more specific.
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Veterinary records:
Exams, vaccinations, diagnoses, and treatment history.
Health status at the time of loss often affects coverage and valuation.
- Purchase and breeding records: Contracts, lineage papers, and breeding value documentation.
- Identification: Microchip numbers, tattoos, registration IDs, or brands.
For animals, health history is part of the asset’s value.
Storage, transport, and security details
How and where an item is kept can affect both coverage and claim outcomes.
- Storage location: Safe, vault, climate-controlled room, stable, gallery, or off-site facility.
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Security measures:
Alarms, safes, access controls, monitoring, and fire protection.
Some policies require specific safeguards to remain in force.
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Transport habits:
How often items are moved, shipped, shown, or loaned.
Transit is one of the highest-risk periods for valuables.
Claims often turn on *where* an item was—not just what it was.
How to store documentation so it’s usable later
Documentation only helps if you can access it after a loss.
- Cloud storage: Keep copies outside the home—losses often destroy local records.
- Simple naming: Label files clearly by item, date, and type (photo, appraisal, receipt).
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One master list:
Maintain a single inventory that links to supporting documents.
Spreadsheets work. Perfection is not required—clarity is.
Organization turns documentation into leverage.
Common documentation questions
What if I don’t have receipts?
Photos, appraisals, prior insurance schedules, and provenance records can often substitute.
The more independent proof you have, the better.
Do I need professional appraisals?
For high-value or unique items, yes. Casual estimates rarely hold up in a claim.
How often should I update records?
Anytime value changes materially—and at least every few years for appreciating assets.
Documentation is the fastest claim you’ll ever file
Specialty insurance works best when the hard part is already done. Clear photos, solid provenance, current records, and documented storage turn a future claim from a negotiation into a confirmation. A little preparation now can save months of friction later.