A property damage incident report is a dated, factual record of damage at a rental property: what happened, what was damaged, who was involved, and what was done right away. Landlords and property managers write one so insurers, vendors and tenants work from the same facts.
Write a property damage incident report the same day if you can, for a leak, fire, storm, break-in or accidental damage. If a tenant caused the damage and you plan to deduct the cost, the report supports a later security deposit itemization letter. Your insurance policy sets its own deadline and method for reporting a loss, so read the policy's notice terms and report early.
How to fill it in
Fill in the header. Enter a report number, the property and unit, the incident date and time, who reported it and how to reach them, and who is writing the report.
Describe events in order. Tick the incident type, then write what happened in time order, including when it was noticed, by whom, where it started and what it affected. Note who told you each fact.
Photograph and list the damage. Take dated photos and video before cleanup. In the damage table, give each location, what is damaged, the photo numbers, and an estimated cost or "unknown".
Record actions and follow-up. Tick each step taken, such as shutting off water or notifying the insurer, with any claim or report numbers. Give each follow-up task an owner and a due date.
Sign and share it. Sign and date the report, keep it with the photos, and send copies to your insurer and affected tenants as needed. Leave out guesses about who is at fault.
Property Damage Incident Report
Calibri11
Property Damage Incident Report
A factual record of what happened, what was damaged, and what was done
Report number
[Number]
Property and unit
[Address], Unit [number]
Incident date and time
[Date], about [time]
Reported by
[Name, relationship to property, phone]
Report written by
[Name]
Date written
[Date]
Write this as soon as you can, while details are fresh. Stick to what you saw and were told, and say who told you. Leave out guesses about fault; insurers and any later dispute rely on facts and photos.
Type of incident
Water or leak
Fire or smoke
Storm or weather
Break-in or vandalism
Accidental damage by a tenant, guest, or worker
Equipment or appliance failure
Other: [describe]
What happened
[Describe events in order: when it was noticed, by whom, where it started, and what it affected. For example: At 7:40 a.m. the tenant in Unit 3A reported water dripping from the ceiling light in the kitchen. The manager arrived at 8:10 a.m. and found a failed supply line on the dishwasher in Unit 4A, directly above.]
Damage
Location
What is damaged
Photo numbers
Estimated cost
[Unit 3A kitchen ceiling]
[Stained and sagging drywall, about 6 sq ft]
[1-4]
[$ or unknown]
People involved and witnesses
Name
Role
Contact
What they saw or said
[Tenant / neighbor / vendor]
Actions taken
Stopped the source (water shut off, power isolated, area secured)
Called emergency services. Report or incident number: [number]
Took photos and video before cleanup
Told affected tenants in writing
Called a repair or mitigation vendor: [company]
Notified the insurer. Claim number: [number]
Kept damaged parts or materials as evidence
Follow-up
Action
Who
Due
Done
[Get repair estimate]
[Name]
[Date]
☐
[Send tenant update]
[Name]
[Date]
☐
☐
I confirm this report is accurate to the best of my knowledge.
Name
Signature
Date
Report written by
[Name]
[Signature]
[Date]
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Frequently asked questions
What should a property damage incident report include?
A damage report should include the date, time and location, a factual account in time order, and a list of what was damaged with photos. Add the names of witnesses, the first steps taken, and any insurer or emergency report numbers. Record what you saw and were told, and leave out guesses about fault.
Who pays for damage to a rental property?
It depends on the cause and the lease. A landlord's property insurance usually covers the building, while a tenant's renters insurance covers the tenant's belongings and sometimes damage the tenant causes. A tenant can be charged for damage beyond normal wear and tear. Check your lease, both insurance policies and your state's rules.
How soon should you report property damage to an insurer?
As soon as you reasonably can. Most property policies require prompt notice of a loss and reasonable steps to prevent more damage, and some set a specific deadline. Read the notice and duties-after-loss terms in your own policy, and write the claim number in the report.
