Form library · Housing and property
Property damage report template
A report of damage to a property for insurers, landlords, housing teams and contractors. Record when it happened and was found, the cause and what happened, then each room or area with what is damaged, how badly, photos and an estimated cost, and the form totals the costs. Record making safe and temporary repairs, the police and claim references, whether damaged items were kept for the insurer, and the actions. Every question is listed below, and you can fill the live form in on this page.
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What should a property damage report include?
A property damage report should record when the damage happened and was found, the cause, a description of each area and item damaged with photos, the severity and estimated cost to put right, what was done to make the property safe, any police crime reference for theft or vandalism, the insurer's claim reference and the next actions.
Last updated . Facts checked by the SiteSurvey team on 17 October 2026 against Association of British Insurers: making a claim on your home insurance and GOV.UK: contact the police.
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Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
Open the completed example to see fictional readings, notes, photos and calculations. Choose Blank form to try entering your own answers.
Want to see one filled in? See a completed property damage report report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the property damage report template
A property damage report for insurers, landlords and contractors: what happened and when, the cause, each area of damage with photos, measured size and estimated cost, totals by severity, making safe, police and insurer references. 4 sections and 43 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Client: the project's customer
- Site: the site, when the form is opened for a space or a product
- Site address: the site address, from the space or the project
Incident
- ProjectShort answerFills in from the project name
- ClientShort answerFills in from the project's customer
- Site*Short answerFills in from the site, when the form is opened for a space or a product
- Site addressShort answerFills in from the site address, from the space or the project
- Property locationShort answer
Mark it at the entrance. Tap Mark current location on site. It saves the coordinates, a grid reference and the accuracy.
- Date of this report*Date
- TimeTime
- Reported by*Short answer
- When it happened (if known)Date
- When it was foundDate
- CheckThe date found is before the date it happened. Check the dates.Shown only when the answers above make it relevant
- Days between it happening and being foundWorked out by the formShown only when the answers above make it relevant
- Cause*Choose one
- Escape of water
- Storm or flood
- Fire or smoke
- Impact
- Theft or break-in
- Vandalism
- Accidental damage
- Contractor damage
- Subsidence
- Not known
- What happened*Notes
- Police crime referenceShort answerShown only when the answers above make it relevant
- CheckReport theft or vandalism to the police: 999 if the crime is in progress or someone is in danger, 101 if it is not an emergency. Record the crime reference here.Shown only when the answers above make it relevant
Damage
- Areas damagedRepeat for each area. Each one asks:
- Room or area*Short answer
- What is damaged (for example ceiling, flooring, sofa)Short answer
- DescriptionNotes
- SeverityChoose one
- Minor
- Moderate
- Severe
- Width of the damage (m)Number
Measure from a photo with a door, ceiling tile or another known size in the same plane, or use a tape. Measuring from a photo gives an estimate.
- Length or height of the damage (m)Number
- Area damaged (m²)Worked out by the formShown only when the answers above make it relevant
- Estimated cost to put right (£)Number
- PhotosPhotos
- Areas damagedWorked out by the form
- Total area measured (m²)Worked out by the form
- Estimated total (£)Worked out by the form
- SevereWorked out by the form
- ModerateWorked out by the form
- MinorWorked out by the form
- Walk Cam: damage walk-round for the insurerWalk Cam video with voice-to-text
Optional. Film a guided walk-through on the SiteSurvey app.
Making safe and insurance
- Has the property been made safe?Yes or No
- Temporary repairs done to stop further damageNotesShown when “Has the property been made safe?” is Yes
- CheckThe Association of British Insurers advises telling the insurer as soon as possible, arranging temporary repairs where needed to stop the damage getting worse, keeping receipts, and not throwing damaged items away (unless they are a health hazard) because the insurer may want to inspect them. If something must go, photograph it first. Check the policy terms.
- Has the insurer been told?Yes or No
- Claim referenceShort answerShown when “Has the insurer been told?” is Yes
- Have damaged items been kept, or photographed before disposal, for the insurer?Yes or No
Actions and sign-off
- Are further actions needed?Yes or No
- Further actionsRepeat for each action. Each one asks:Shown when “Are further actions needed?” is Yes
- What needs doing?*Notes
- Who will do it?Short answer
- Due dateDate
- StatusChoose one
- Open
- In progress
- Completed
- Inspector name*Short answer
- Position or companyShort answer
- Inspector signatureSignature
- CheckSigning records what was found on the day. It does not make unsafe equipment safe or replace a thorough examination, design check or service by a competent person.
See it filled in
A completed property damage report report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Property damage report FAQs
What do insurers need?
The Association of British Insurers advises telling the insurer as soon as possible, arranging temporary repairs where needed to stop the damage getting worse, and keeping receipts. Do not throw damaged items away unless they are a health hazard, as the insurer may want to inspect them; if something must go, photograph it first. Check the policy terms.
Does it total the cost?
Yes. Enter the estimated cost for each area and the form shows the total.
What if it was theft or vandalism?
Report it to the police: 999 if the crime is in progress or someone is in danger, 101 if it is not an emergency. The form asks for the crime reference when the cause is theft, a break-in or vandalism.
Can I use it for damage caused by a contractor?
Yes. Choose contractor damage as the cause. The dated photos and description are a fair record for both sides.
Does each area get its own photos?
Yes. Each area becomes a space in the project with its photos, so they stay with the right room in the report.
Who uses this?
Landlords, housing associations, letting agents, facilities teams, contractors and loss adjusters.
Related
Related templates
Templates that go with the property damage report form
An insurance claim inspection: policy and claim details, the property pinned by GPS, cause and peril, each area of damage as a space with photos, measured size, water line and cost, contents, emergency works, cover notes and the reserve against the estimate.
A fly-tipping report for land and estate managers: location, waste types and size, hazards, evidence, photos, council or Environment Agency reports, and clearance by a registered waste carrier with the transfer note.
A water leak investigation record linking reported symptoms, accessible observations, authorised test evidence, probable sources, uncertainty and next actions.
One issue, fast: where, what, photo, priority, who owns it.
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