Step-by-step actions after a barn fire, storm damage, or other loss. Check items off as you complete them. Save or print this page before you need it.
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Phase 1 — Immediate (First 30 Minutes)
Life and animal safety before anything else
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Ensure all people are safe and accounted for FIRST
Do not enter a burning or structurally compromised building for any reason.
Call 911 if fire, injury, or immediate danger
Fire department, ambulance, or law enforcement as appropriate to the situation.
Move horses and livestock to safe location
Move animals away from damaged structures, smoke, debris, or standing water. Have a pre-planned evacuation destination.
Secure the property perimeter
Close gates, secure fencing gaps from storm damage, prevent horses from wandering onto roads.
Begin photographing and videoing all damage CRITICAL
Start before any cleanup or debris removal. Shoot from multiple angles. Narrate video describing what you see. This documentation is your most important claim asset.
Do NOT remove or dispose of damaged property yet
Your adjuster needs to inspect before cleanup. Exception: remove items only if they create an active safety hazard — and photograph first.
Make emergency temporary repairs only
Tarp a damaged roof, board a broken window — prevent further damage. Keep all receipts. These costs are typically reimbursable.
Write down the date, time, and cause of loss immediately
Memory fades fast under stress. Note exactly when the event occurred, what you observed, and weather conditions.
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Phase 2 — First 24 Hours
Notify your insurer and begin documentation
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Call your insurance agent or company claims line REQUIRED
Most policies require prompt notification — delay can jeopardize coverage. Have your policy number ready. Report the claim even if you are unsure of the extent of damage.
Get your claim number and adjuster contact information
Write these down and save them. All future communication should reference your claim number.
Continue photographing — shoot every damaged item individually
Tack, equipment, feed, tools, fencing sections — photograph each item before moving it. Include serial number plates where visible.
Locate your insurance policy documents
Find your declarations page, policy form, and any endorsements. Review your coverage limits, deductibles, and any relevant exclusions.
Begin written inventory of all damaged or destroyed property
List every item: description, approximate age, estimated replacement cost. Include hay, feed, supplies, tools — not just major structures and equipment.
Save all receipts for emergency expenses
Temporary boarding for horses, emergency fencing, tarps, temporary feed storage — all potentially reimbursable under your policy.
Notify local law enforcement if theft or vandalism is involved
Get a police report number — your insurer will require it for theft claims. Do this even if recovery seems unlikely.
Contact your veterinarian if any horses were injured
Get written documentation of injuries, treatment, and prognosis. Keep all vet bills — relevant if you have equine insurance in addition to farm coverage.
Arrange for livestock and horse welfare needs
Temporary shelter, water, feed, farrier if needed. Document all extraordinary expenses related to animal care following the loss.
Upload all photos and video to cloud storage immediately
Google Photos, iCloud, or Dropbox. Do not rely solely on your phone. If your phone is lost or damaged, your documentation is gone.
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Phase 3 — First Week
Adjuster visit and damage assessment
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Schedule adjuster inspection — be present for the visit
Walk the adjuster through every area of damage. Point out everything — do not assume they will find it themselves.
Get independent contractor estimates for structural damage
Obtain at least 2-3 estimates from local contractors before the adjuster's estimate is finalized. Having your own numbers is important if you dispute the adjuster's assessment.
Complete written property inventory with values
For each item: description, brand/model, year purchased, purchase price, and estimated replacement cost. Research current replacement prices online.
Gather purchase receipts, invoices, and credit card records
Any documentation of what you paid for damaged items supports your claim. Check email for online purchase receipts.
Document lost hay, feed, and supplies
Count bales, estimate tons, document feed bags and supplement inventory. Get current price quotes from your local feed store.
Get fencing damage assessment with linear footage
Walk or drive every fence line. Measure damaged sections in feet. Note fence type (board, pipe, wire, electric). Get replacement cost estimate from a local fencing contractor.
Request the adjuster's written damage estimate
You are entitled to a copy. Review it carefully against your own documentation and contractor estimates before accepting.
Review adjuster estimate against your contractor quotes
If the adjuster's estimate is significantly lower than contractor quotes, dispute it in writing with supporting documentation.
Consider hiring a public adjuster for large losses
For claims over $50,000, a public adjuster who works for you (not the insurer) can often produce significantly higher settlements. They typically work on contingency — 10-15% of settlement.
Keep a running log of all claim-related communications
Date, time, who you spoke with, what was discussed, what was promised. Follow up phone calls with email summaries to create a written record.
Track all additional living or operating expenses
If your barn loss forces you to board horses elsewhere, rent equipment, or incur other extraordinary expenses, document everything — some policies cover these costs.
Contact your mortgage lender if structures are financed
If your property or structures have a mortgage, your lender may be named on the insurance payment and must endorse the check. Notify them early.
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Phase 4 — Ongoing Through Settlement
Settlement, rebuilding, and preventing future losses
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Do not sign a final release until you are satisfied with the settlement
A signed release is final. Once signed, you cannot reopen the claim for additional damages. Take the time you need to review the settlement offer thoroughly.
Request re-inspection if additional damage is discovered
Storm damage sometimes reveals secondary damage during cleanup or repairs. Document it immediately and request a supplemental inspection.
File a complaint with your state insurance commissioner if claim is improperly denied
Every state has an insurance commissioner who regulates claims handling. Filing a complaint is free and often produces results. Find your state commissioner at naic.org.
Consult an insurance attorney for disputed large claims
Insurance attorneys who handle bad faith claims often work on contingency. For large disputed claims, a consultation is worth pursuing.
Keep all receipts from rebuilding and replacement purchases
Under replacement cost policies, you may need to document actual replacement purchases to receive the full replacement cost (vs. ACV) portion of your settlement.
Photograph all completed repairs and replacements
Document the rebuilt condition as thoroughly as you documented the damage. This becomes your baseline for future claims.
Update your policy limits after rebuilding
New construction costs more than what you collected. Review and update coverage limits to reflect the current replacement value of rebuilt structures.
Create or update a property inventory for future claims
Photograph every structure, piece of equipment, and significant item of farm personal property. Store documentation in cloud storage, not on your property.
Install risk mitigation improvements during rebuild
Fire detection, metal roofing, improved drainage — rebuild with risk reduction in mind. Notify your insurer of improvements that may qualify for premium discounts.
Review your policy and consider switching carriers if claim handling was poor
How a carrier handles claims is the ultimate test of an insurance policy. A difficult claims experience is a legitimate reason to shop for a new carrier at renewal.
📝 Claim Notes (saved in your browser)
✅ All Items Complete
You have worked through the full claims checklist. Keep your documentation organized and follow up with your adjuster regularly until settlement is reached.