Be Ready When Life Happens.

Document Your Business Before Damage Happens

If your business premises were damaged tomorrow, could you show what was there? Build a dated record of assets, condition, ownership and supporting documents.

Your important documents—ready for you and the people you trust.

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Use the complete checklist

Your property documentation checklist

Take wide photographs, then close-ups of assets and identification labels. Document safely before an emergency; never delay an evacuation.

1. Walkthrough and ownership

• Record a dated walkthrough of every business address, room, work area and yard.
• Capture condition and existing wear. Distinguish owned, leased, rented and customer-owned property.

2. Building exterior and interiors

• Roof from a safe location, walls, windows, doors, loading docks, ramps, signs and parking areas.
• Offices, sales floors, kitchens, production spaces, restrooms, storage rooms and fixtures.
• Document tenant improvements; preserve leases, plans, permits and renovation invoices.

3. Mechanical and utility equipment

• HVAC, boilers, rooftop units, exhaust systems, water heaters, pumps and tanks.
• Electrical equipment, generators, transfer switches, UPS units, solar panels and batteries.
• Refrigeration, cold rooms, compressed air, fire protection, elevators and fuel equipment.
• Photograph labels and controls; save inspections, maintenance logs and installation records.

4. Furniture and technology

• Desks, seating, shelving, displays and furnishings.
• Computers, servers, networking equipment, phones, printers, POS systems and security equipment.
• Capture serial numbers and asset tags; avoid exposing passwords or customer data in photographs.

5. Machinery and tools

• Production machinery, shop equipment, hand tools, power tools and specialized equipment.
• Forklifts, conveyors, commercial kitchen, medical or laboratory equipment as applicable.
• Attachments, accessories, molds, dies and spare parts; save specifications for custom equipment.

6. Stock and supplies

• Finished goods, raw materials, work in progress, packaging and consumables.
• Perishable and temperature-sensitive stock; customer goods and consigned items.
• Keep dated quantity and cost reports, supplier invoices and shelf photographs. Update as stock changes.

7. Outdoor property, vehicles and mobile equipment

• Equipment yards, racks, containers, tanks, signs and outdoor fixtures.
• Cars, trucks, vans, trailers, construction machinery and installed vehicle equipment.
• Capture VINs, serial numbers, mileage or hours; inventory tools and stock carried in vehicles.

8. Outbuildings and off-site locations

• Sheds, detached workshops, warehouses and rented storage units: photograph structures and contents.
• Record job-site equipment, employee-held assets and items loaned out or sent for repair.
• Keep addresses, unit numbers, rental agreements and current location records.

9. Business documents and operational evidence

• Policies, endorsements, contracts, licenses, leases, asset registers and purchase invoices.
• Sales, payroll, operating expenses, financial statements, production and order history.
• Keep supplier contacts and identify essential equipment. Back up operational systems and test restoration.

10. Asset register and access

• Record description, quantity, location, ownership, make, model, serial number, purchase cost and condition.
• Link each asset to photographs and invoices; distinguish purchase cost from replacement estimates.
• Keep secure copies away from the premises; designate appropriate access and check retrieval.
• Update annually, after major changes, and more often for stock and mobile equipment.

Keep the proof ready in EnsureLoc

1. Gather your inventory, photographs, receipts, policies and service documents.
2. Upload supported files using Quick-Add. Check current file limits before uploading; keep large videos separately and record their location.
3. Share selected documents with a Trusted Connection and choose the permissions.
4. Retrieve your documents from your phone or computer when needed.

Review security and access details

Frequently asked questions

Is a video enough?

A walkthrough is a useful start. Add an itemized list, label photographs and purchase evidence for major assets.

What if I do not have receipts?

Keep the evidence you have: photographs, serial numbers, invoices, appraisals and purchase history. Mark uncertain dates and values as estimates.

Does an inventory guarantee insurance payment?

No. Documentation helps explain what you owned and its condition. Coverage and payment depend on the policy and the insurer.

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Related guides

Home inventory checklist · Proof of ownership · All resources

Source guidance

This checklist expands on general inventory and preparedness guidance; it is not an insurer’s required claim form.

• Insurance Information Institute: Home Inventory
• FEMA Ready Business: Inland Flooding Toolkit
• NAIC: Small Business Insurance

Keep your important documents in one place.

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