The Complete Insurance Claim Documentation Checklist (Printable)

The Complete Insurance Claim Documentation Checklist

One of the most consistent findings across insurance appeal outcomes is this: claimants who win have complete, organized documentation. Claimants who lose frequently have documentation gaps that insurers exploit.

Missing documentation is not just an administrative inconvenience — it is a legitimate (and frequently used) basis for insurers to delay decisions, request additional information indefinitely, or deny claims on grounds that the loss cannot be verified.

This guide provides a comprehensive documentation checklist for all major claim types: health/medical, property and home, life insurance, disability and income protection, and travel insurance. Save it, share it, and use it every time you submit or appeal a claim.

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Part 1: Universal Documents Required for All Claims

Before you even get to the claim-specific documents, every claim needs these foundational items:

• Complete insurance policy document — the full policy wording (not just the schedule/certificate)
• Policy schedule / certificate of insurance — showing your name, policy number, coverage periods, and sums insured
• Proof of premium payment — receipts or bank statements showing premiums were paid up to date
• Proof of identity — government-issued ID (passport, national ID, driver's license)
• Completed claim form — from your insurer (fully completed, signed, and dated)
• All correspondence with the insurer — every letter, email, and note from phone calls
• Record of claim submission — registered mail receipt, email with timestamp, or portal submission confirmation

If you are appealing a denial, additionally include:

• Copy of the denial letter with specific reasons cited
• Timeline of all insurer contact — dates, names of representatives, what was discussed
• Your formal internal complaint letter
• The insurer's response to your internal complaint

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Part 2: Health and Medical Insurance Claims

For All Health Claims

• Doctor's referral letter (for specialist consultations or procedures)
• Attending physician's statement — physician's full report on diagnosis, treatment, and prognosis
• Hospital admission and discharge summary — including diagnosis codes (ICD codes), procedures performed, dates of admission and discharge
• Medical records — notes from all treating physicians related to the claimed condition
• Original itemized hospital bills — not summary bills, but itemized lists of every service and charge
• Prescription receipts — for medications covered by the claim
• Lab test reports — all diagnostic test results (blood tests, imaging reports, pathology)
• Imaging reports and scans — X-ray, MRI, CT, PET scan results and radiologist interpretations
• Specialist consultation notes — from every specialist who treated or assessed you for this condition

For Pre-authorization Disputes

• Prior authorization request form submitted to the insurer or TPA
• The insurer's pre-authorization denial letter with specific reasons
• Physician's letter of medical necessity addressing the specific denial criteria
• Relevant clinical guidelines from recognized specialty societies supporting the treatment
• Evidence of prior treatments tried and failed (if step therapy was required)
• Documentation of the medical urgency (if requesting expedited review)

For Cashless Claim Disputes

• Hospital's cashless authorization request form
• The TPA/insurer's cashless denial with reasons
• All out-of-pocket receipts if you paid and are seeking reimbursement
• Hospital billing department's confirmation of submission to TPA

For Mental Health Claims

• Psychiatrist or psychologist's detailed clinical report (not just a brief note)
• Diagnostic criteria documentation — how the diagnosis was established (clinical interview, standardized assessments, DSM-5 criteria)
• Treatment history — prior treatments tried, their outcomes, why current treatment is indicated
• Evidence of medical necessity for the specific level of care (e.g., residential vs. outpatient)
• Mental health parity analysis if applicable — documenting that the insurer applies stricter criteria to mental health than comparable medical conditions

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Part 3: Property and Home Insurance Claims

For All Property Claims

• Proof of ownership — title deeds, purchase documents, or lease agreement for property
• Photographs of damage — taken immediately after the incident; timestamped if possible
• Video evidence — where available, video documentation of damage is powerful
• Independent contractor's repair estimate — from a licensed contractor, itemized
• Second contractor's estimate — for large claims, having two independent estimates prevents the insurer from claiming your estimate is inflated
• Building inspection report — particularly for structural damage
• Proof of value for items claimed — purchase receipts, bank/credit card statements, photographs of items in good condition before the loss
• Contents inventory list — complete list of damaged or lost items with estimated values

For Storm, Flood, or Natural Disaster Claims

• Meteorological service records — confirming weather event (dates, severity)
• Weather bureau report or Bureau of Meteorology report confirming the event
• Photographs before and after if available
• Neighbour or council evidence of widespread impact from the same event
• Timeline of event and discovery of damage

For Theft and Burglary Claims

• Police report — crime reference number, officer's name, date filed
• List of stolen items with descriptions, estimated values, and purchase details
• Proof of ownership for stolen items (receipts, photographs, valuations, credit card statements)
• Security evidence — alarm activation records, CCTV footage, security company reports
• Building assessment confirming entry point (broken locks, shattered glass, etc.)

For Fire Claims

• Fire brigade report — fire department's official incident report
• Cause of fire determination — from fire investigation, if conducted
• Police report if arson is suspected (or to exclude arson allegation)
• Utility company records — gas or electrical fault records if relevant
• Contractor's damage assessment

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Part 4: Life Insurance Claims

• Original life insurance policy document (or a signed copy)
• Certified copy of the death certificate — obtain multiple certified copies, as each institution may require one
• Physician's statement of death / medical examiner's report confirming cause of death
• Hospital records related to the cause of death
• Claimant's identity documents — beneficiary's ID and proof of relationship to insured
• Proof of insurable interest — marriage certificate, birth certificate, financial relationship documentation
• Grant of probate or Letters of Administration — if the estate is involved in the claim

For Accidental Death Claims

• Police accident report
• Coroner's report or inquest findings
• Toxicology report (where relevant)
• Witness statements (where available)

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Part 5: Disability and Income Protection Claims

For Initial Claims

• Attending physician's statement — completed by treating specialist, not just GP
• Medical records covering the disabling condition — including all treatment notes, specialist reports, test results
• Proof of income — tax returns, payslips, employment contract (for 12 months before disability)
• Employment records — job description detailing your occupational duties
• Employer's statement confirming you cannot perform your duties

For Appeals

• Independent specialist's clinical report addressing the policy's definition of disability
• Independent Functional Capacity Evaluation (FCE) from an occupational therapist
• Rebuttal of insurer's FCE or IME from your treating specialist
• Caregiver diary or activity log (for total disability disputes)
• Vocational expert report (for "any occupation" definition disputes)

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Part 6: Travel Insurance Medical Claims

• Travel insurance certificate and the full policy wording
• Proof of travel — flight tickets, booking confirmations, passport stamps
• Medical report from the treating physician overseas (in English, or with certified translation)
• Hospital bills from the overseas provider — original itemized bills with facility name and address
• Emergency assistance company records — if you used the insurer's 24-hour assistance line
• Receipts for all out-of-pocket medical expenses while abroad
• Evidence that you sought treatment promptly after the medical event
• Evidence that the medical event was unexpected (not a known pre-existing condition unless covered)

For Trip Cancellation Claims

• Booking confirmation and cost documentation for all cancelled travel
• Cancellation fee documentation from airlines, hotels, tour operators
• Evidence of the reason for cancellation (medical certificate, police report, employer letter, death certificate)
• Evidence that cancellation was necessary and unavoidable

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Part 7: Critical Illness Claims

• Specialist's diagnostic report confirming the condition and how it meets the policy definition
• Pathology/biopsy reports (for cancer claims)
• Cardiology test results (for heart attack claims: troponin levels, ECG, imaging reports)
• Neurologist's report (for stroke claims)
• Survival period documentation — proof the insured survived the required survival period (commonly 14–30 days)
• Independent specialist's report specifically addressing the policy's clinical definition

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Organizing Your Documentation: Best Practices

1. Keep originals separate from copies. Submit copies to the insurer. Keep originals in a safe place.

2. Create a numbered document index. List every document submitted with a brief description. Include this index at the front of your submission.

3. Date-stamp everything. Note when each document was obtained and submitted.

4. Send by tracked delivery. Registered mail or email with delivery confirmation creates proof of submission.

5. Follow up any in-person or phone submission in writing. "This confirms I submitted the following documents to your office today: [list]."

6. Back everything up digitally. Scan and store everything in a secure cloud folder.

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Getting Help With Your Appeal

Missing documentation is the easiest thing for an insurer to hide behind — and the easiest thing for a prepared claimant to fix. Once your documentation is complete, a professional appeal letter that presents everything clearly and compellingly is your next step. ClaimBack can generate a structured appeal letter tailored to your claim type and denial reason, ensuring your complete documentation package is presented as effectively as possible. Visit claimback.app to get started.

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Summary: The Documentation Rule

Every piece of documentation you don't provide is a gap the insurer can use against you. Every piece you do provide that supports your claim is an argument they must address. The more complete your documentation, the harder a denial is to sustain — and the stronger your appeal, regulator complaint, or court case becomes.

Collect everything. Submit everything. Keep copies of everything. That discipline wins insurance disputes.