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Clearly describe and document damage to the property using free property damage report templates.
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Published 30 Jul 2025
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4 min read
A property damage report is a formal document that provides a detailed account of the damage sustained by a property. It serves as a comprehensive record of the incident, describing the extent of the damage, the cause or event that led to it, and any other pertinent information related to the incident.
They are essential for assessing the severity of the damage, determining liability, and facilitating the process of repairs, insurance claims, or legal actions.
Property damage refers to any harm, destruction, or loss incurred by physical assets or property of an organization. It includes damage caused by various factors, such as the following:
Accidental Damage – vehicle crashes or collisions, falls, fires, water leaks
Natural Disasters – earthquakes, floods, hurricanes, tornadoes, wildfires
Vandalism – graffiti, broken windows, property destruction
Theft or Burglary – broken locks, damaged doors, stolen belongings
Fire Damage – structural damage, burnt belongings, smoke damage
Water Damage – structural deterioration, mold growth, damaged possessions
Storm Damage – high winds, hail, fallen trees, damage from flying debris
Environmental Factors – resulting from environmental factors
Equipment Failure – caused by equipment malfunctions or failures
Wear and Tear – leading to structural issues or functional problems
As part of property management, filing an incident report for property damages and even early signs of potential damages is important to help prevent them from occurring or happening again.
Aside from that, creating a report for property damage is essential for the following reasons:
Documentation – serves as an official and comprehensive document that records the details of the damage and an accurate account of the incident
Insurance Claims – provides evidence of the damage, helps determine the value of the claim, and assists in establishing the cause of the damage
Assessing Liability – helps determine liability for the damage
Repairs and Restoration – provides a detailed understanding of the damage sustained
Historical Reference – acts as a historical reference, capturing the property’s condition before and after an incident
Communication and Transparency – facilitates clear and transparent communication between all parties involved
To ensure the accuracy and completeness of your report, it’s helpful to use a property damage incident report form with organized sections and fields. This way, you can document every key detail, including the following:
Date and Time of the Damage
Reporter’s Contact Information
Property and Property Owner Information
Description of Damage
Cause of Damage
Injury/Accident Report
Visual Documentation/Evidence
Witness Information
Insurance Details
Repair Costs/Estimates
Other Relevant Documents (e.g., Police or Incident Report)
To guide you in writing a property damage report, it’s best to use a report form template. Carefully account for every important detail by following these steps:
Include your full name, address, phone number, and email address as the one reporting the property damage. This allows the recipient (e.g., insurance company or law enforcement agency) to quickly contact you for further communication.
Specify the date and time when the damage occurred or was discovered.
Describe the property, including its address, relevant identifiers (such as apartment number or unit), and any additional details that help identify its location.
Provide a clear and detailed description of the damage, including the affected areas, the extent of the damage, and any visible signs of destruction.
Explain what caused the damage, whether it was a specific incident (e.g., fire, flood, vandalism) or a gradual occurrence (e.g., water leakage, structural issues). If the cause is unknown, state that it is under investigation.
Attach photos or any other visual documentation that captures the damage.
If applicable, include the names and contact information of witnesses along with a summary of their statements, and provide details of the insurance policy to be used for your claim processing.
Obtain repair estimates from qualified professionals experienced in addressing the specific type of damage.
Attach relevant supporting files (e.g., police reports, incident reports, invoices for temporary repairs, or correspondence with appropriate parties) to provide further context or evidence to support your claim.
Sign the report to confirm its authenticity and completeness.
Here’s a look at an accomplished sample report using a damage report form.
Property Damage Report Example | SafetyCulture
Remember to keep a copy of the property damage report for your records and provide the original to the appropriate recipient, such as your insurance company, property manager, or legal advisor, depending on the circumstances.
Using SafetyCulture, the team saves 5,000 hours annually on audits, with average audit time cut by 50% and 5S audits by 70%. Hazard reporting now takes just one minute instead of ten.
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