How to File an Insurance Claim: Step by Step

Claims & Underwriting · InsureToday24 (BNW Services LLC), a licensed independent agency across MO, KS, NE, TN, OK, AR & CO.

# How to File an Insurance Claim: Step by Step

A claim is your insurance policy doing the one job you bought it to do: paying for a covered loss. Whether a hailstorm dented your roof in Kansas City, a fender-bender happened on I-70, or a customer slipped at your small shop in Wichita, the filing process follows the same basic path. Here is exactly how it works, in plain language, so you know what to do the moment something goes wrong.

Step 1: Make Sure Everyone Is Safe First

Before anything else, protect people. Call 911 if anyone is hurt or there's a fire, gas leak, or downed power line. Insurance can replace property; it can't replace a person. Only handle the rest once the scene is safe.

Step 2: Stop the Damage From Getting Worse

Most policies require you to take "reasonable steps" to prevent further loss. That means putting a tarp over a hole in the roof, shutting off the water valve after a burst pipe, or moving a vehicle out of traffic if it's safe to do so. Keep receipts for any emergency repairs or supplies — those costs are often reimbursable.

Important: do temporary, protective fixes only. Don't start permanent repairs or throw anything away until your insurer has had a chance to inspect, unless waiting would create a safety hazard.

Step 3: Document Everything

The more proof you have, the smoother your claim goes. Use your phone to:

If a contractor or restoration company is involved, keep their estimates and invoices too.

Step 4: Report the Claim Promptly

Notify your insurer as soon as reasonably possible. Many policies include language requiring "prompt notice," and waiting too long can complicate or even jeopardize a claim. You generally have three ways to start:

1. Call BNW Services at (573) 594-5148. As your independent agency, we help you open the claim with the right carrier, explain what to expect, and stay in your corner. Lucy, our AI receptionist, can take your details any time, day or night.

2. Call your carrier's claims line directly. It's printed on your insurance card, your declarations page, or the carrier's website and app.

3. File online or in the carrier's app, which many of the carriers we represent offer for fast 24/7 reporting.

Have your policy number, the date of loss, and your documentation ready.

Step 5: Work With the Adjuster

After you file, the carrier assigns an adjuster to investigate and estimate the loss. The adjuster may inspect your property, review your photos, ask questions, and request documents like repair estimates or a home inventory.

Be honest, thorough, and responsive — and keep your own copies of everything you send. If you disagree with the adjuster's findings, you can ask questions, provide additional documentation, or get an independent estimate. For more on this role, see our guide on what an adjuster does.

Step 6: Understand Your Deductible and Settlement

Most claims involve a deductible — the amount you pay before coverage kicks in. If your roof repair is $9,000 and your deductible is $2,000, the carrier pays $7,000. If a loss is smaller than your deductible, filing usually doesn't make sense.

Your settlement also depends on how the policy values your loss. Some pay actual cash value (replacement cost minus depreciation), while others pay replacement cost. Knowing which you have before a loss helps avoid surprises.

Step 7: Get Paid and Complete Repairs

Once the claim is approved, the carrier issues payment. If you have a mortgage, the lender may be named on a property-damage check and have to sign off before funds are released for repairs. Keep all final invoices in case there are supplemental costs.

If a claim is denied or you feel the payout is too low, you have options — including providing more evidence, requesting a re-inspection, or appealing. Missouri policyholders can contact the Missouri Department of Commerce & Insurance, and Kansas residents the Kansas Department of Insurance, both of which handle consumer complaints and questions about your rights.

A Few BNW Tips

Questions about a loss or want help filing? Call BNW Services at (573) 594-5148 or reach us through insuretoday24.com.

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