How to file an insurance claim after tenant damage

Decide whether the deposit or insurance is the right tool

Most tenant damage is handled with the security deposit, and your policy has a deductible. A $1,000 repair under a $1,000 deductible pays nothing. Insurance matters when the damage is large, sudden or from a crime, or when the deposit and the deductible together do not make sense. Ask your agent whether your policy covers vandalism or malicious mischief by tenants, since some policies limit or exclude it.

Example a made-up repair costs $6,500. The deposit held is $1,800 and the policy deductible is $1,000. If a claim is accepted in full, the insurer would pay $5,500 and the owner would carry the $1,000 deductible. The deposit rules of your state decide how the $1,800 may be used.

The steps, in order

1. Make it safe. If there is a hazard, such as broken glass, an open entry or water, secure the unit and stop further damage. Keep receipts for this work.
2. Photograph and video every room before you clean or repair. Show the damage wide, then close.
3. Call the police if a crime happened, and write down the report number.
4. Report the loss to your insurer or agent promptly. Policies have notice conditions, and delay can hurt a claim.
5. Do not throw away damaged items until the adjuster has had a chance to see them, unless they are a safety risk. Photograph them first.
6. Collect repair estimates in writing. Many insurers want more than one on larger losses.
7. Keep a log of every call: date, name and what was said.
8. Send what the insurer asks for, by the date they ask. Keep copies.

What proof helps the claim

• The move-in condition report and photos that show the unit before the tenant lived there.
• The lease, with the damage and deposit clauses.
• Dated photos and video of the damage.
• Repair estimates, invoices and proof of payment.
• Messages with the tenant that show when the damage was reported or found.

Insurers and courts look for the same thing: what the unit looked like before, what it looked like after, and what it cost to fix. Normal wear and tear from ordinary living is generally not a covered loss and is not charged to a tenant in most states.

After the claim

If the insurer pays, tell your bookkeeper so the payment is recorded as insurance proceeds and not as rent. If your policy pays you and you also deduct from the deposit, do not collect twice for the same item. Your state's deposit law usually requires an itemized list within a set number of days, so keep that clock separate from the claim clock. A tax preparer can advise on how casualty losses and insurance payments are reported.

This is general information, not legal, tax or insurance advice.

How DoorKeeping handles it

The move-in report, photos, lease and ledger for the unit are in one record, and repair work runs as work orders with vendor links. Bills can be read and coded to the right property by DoorKeeping, and anything that moves money waits for your one-tap approval. Ask Claude or ChatGPT, for example: "Show me everything on file for unit 2A: lease, deposit held and open work orders." DoorKeeping keeps the paperwork around insurance in one place and does not sell or replace insurance.

Sources

1. Insurance Information Institute, consumer guides on insurance, read Oct 30, 2026
2. NAIC, National Association of Insurance Commissioners, consumer information, read Oct 30, 2026
3. IRS Publication 547, Casualties, Disasters, and Thefts, read Oct 30, 2026

Questions

Does landlord insurance cover damage caused by tenants?

Sometimes. Many policies cover sudden damage and vandalism but exclude ordinary wear and tear. Your policy wording decides, so ask your agent.

Should I use the security deposit or file a claim?

For smaller damage the deposit is usually the first tool, because of the deductible. For large or criminal damage, report to your insurer promptly and ask how the deposit fits in.

How fast must I report a loss?

Policies commonly require prompt notice. Report as soon as you can and check the notice condition in your policy.