Quick Steps
- Call your insurer the same day to open the claim and get a claim number
- Secure the property with board-up and tarps before the adjuster arrives
- Document all damage with photos and video before anything is cleaned or moved
- Meet the adjuster on site with a contractor present
- Review the repair estimate line by line before signing anything
- Begin restoration and track all displacement expenses for ALE reimbursement
Filing a fire damage insurance claim correctly from the start protects your settlement, keeps your restoration on schedule, and prevents the most common mistakes that reduce payouts or create disputes with your insurer. According to a 2023 J.D. Power U.S. Property Claims Satisfaction Study, policyholders who engaged a restoration contractor before the adjuster’s first visit reported notably higher satisfaction with their final settlement than those who did not. (J.D. Power, 2023) Here is how to work through the process from the moment the fire is out.
Step 1: Call Your Insurance Company the Same Day
Open your claim as soon as emergency services have cleared your property. Most policies require prompt notification of a loss, and Arkansas law requires your insurer to acknowledge your claim within 10 business days of receiving it. (Arkansas Department of Insurance) Waiting even a day or two gives an insurer grounds to question your timeline.
When you call, have your policy number ready, the exact date and time of the fire, the name and station of the responding fire department, and the incident report number if the fire department has issued one. You will receive a claim number and be assigned an adjuster. Write both down and keep them accessible.
Step 2: Secure Your Property Before the Adjuster Arrives
Your policy almost certainly contains a duty-to-mitigate clause. This requires you to take reasonable steps to prevent additional damage, and failing to do so can reduce your settlement. Broken windows need to be boarded up. Exposed roof sections need tarps. Standing water from firefighting needs to be extracted. Bear Restoration provides 24/7 emergency board-up and property securing services throughout Fayetteville, Bentonville, Rogers, and Springdale. Every action is documented with timestamped photos that become part of your claim file.
Step 3: Document Everything Before Cleanup Starts
This step determines how strong your claim is. Before anything is touched, cleaned, moved, or discarded, photograph and video the entire property. Cover every room from multiple angles, every damaged item in place, all visible structural damage including ceiling, walls, flooring, and framing, all smoke and soot coverage throughout the home, and all water damage from firefighting efforts. Do not skip rooms that appear to have only minor smoke damage. Soot and odor throughout the structure are part of your covered loss.
Written inventory should include every damaged item with make, model, estimated age, and purchase price where possible. Pull credit card and bank statements to reconstruct purchase records for high-value items. According to the National Association of Insurance Commissioners, incomplete personal property documentation is the single most common reason fire damage settlements are reduced or disputed. (NAIC, 2022)
Step 4: Meet the Adjuster With a Contractor on Site
Your insurer’s adjuster assesses damage on behalf of your insurance company, not on your behalf. Adjusters carry large caseloads and typically spend less than an hour at a property. Having a restoration contractor present during that first walk-through protects you in three ways. The contractor documents damage the adjuster may miss. Any agreed scope gets noted in writing during the visit. And pricing is discussed in the same Xactimate framework both parties use, reducing back-and-forth after the fact.
Bear Restoration project managers meet directly with adjusters on site throughout Northwest Arkansas. Our team has worked with every major insurer active in Benton and Washington counties, including State Farm, Allstate, Farmers, Shelter Insurance, and USAA. You never need to use a contractor your insurer recommends. You have the right to choose your own licensed contractor in Arkansas. (Arkansas Department of Insurance, Consumer Rights)
Step 5: Review the Estimate Carefully Before Agreeing to Anything
Once your adjuster submits a repair estimate, read every line. Confirm that all damaged areas are included, not just the fire origin room. Verify that smoke and soot remediation covers the entire structure. Check that water damage repairs from firefighting are addressed and that mold prevention costs appear for any area that got wet. If you have an older home, confirm that code upgrade costs are included. If your home is uninhabitable, make sure Additional Living Expenses coverage is activated.
If the estimate misses damage or undervalues work, put your objection in writing and request a revised scope. Do not sign off on an estimate that does not cover full restoration. Once you accept a final settlement, reopening the claim is difficult.
Step 6: Track Every Displacement Expense
From the day you leave your home until you return, keep receipts for everything: hotel or rental costs, meals, laundry, pet boarding, storage, and any other expenses above what you would normally spend. These qualify for reimbursement under the Additional Living Expenses portion of your policy. Most standard policies cover ALE for the duration of reasonable restoration time up to the policy limit. Failing to track and submit these costs is leaving money on the table.
What to Do When Hidden Damage Is Found During Restoration
Opening walls and ceilings during fire damage restoration routinely reveals damage that was not visible during the initial assessment. Smoke penetration behind walls, water saturation in insulation, or structural compromise near the fire origin are common discoveries. When this happens, Bear Restoration documents the additional damage and files a supplemental claim with your insurer directly. You should not pay out of pocket for damage your policy covers. Supplements are a normal part of complex fire restorations.
For a full overview of the insurance claims process, see our fire damage insurance claims guide.
What to Remember About Filing a Fire Damage Claim
File the same day, document before you clean, and have a contractor with you when the adjuster walks the property. These three steps do more than anything else to protect your settlement. Bear Restoration responds in 60 minutes or less, 24 hours a day, across Fayetteville, Bentonville, Rogers, Springdale, and all of Northwest Arkansas. Call 479-321-1313 now for immediate emergency response, or contact us to schedule your free inspection.
Frequently Asked Questions
How soon do I need to file a fire damage claim?
File the same day if possible. Most policies require prompt notice, and Arkansas law sets specific insurer response timelines that begin from when you file. Waiting can give your insurer grounds to dispute your claim timeline.
What if I already cleaned up before documenting the damage?
Document what you can as thoroughly as possible now. Photographs from emergency responders, fire department incident reports, and contractor assessments can help establish the original scope of damage. Contact Bear Restoration for a professional damage assessment that can support your claim.
Can I file a fire damage claim and a water damage claim separately?
No. Water damage caused by firefighting efforts is part of the fire loss and is filed as a single claim with your homeowners insurer. You do not file two separate claims for one fire event.
How do I get reimbursed for hotel costs after a fire?
Activate your Additional Living Expenses coverage when you open your claim. Keep all receipts from the day you are displaced. Submit them to your insurer, typically through your adjuster or an online portal. Reimbursement covers expenses above your normal cost of living up to your policy limit.
What if my insurer’s estimate is lower than my contractor’s estimate?
Put your objection in writing and request a scope review. Provide your contractor’s Xactimate estimate alongside the adjuster’s for a line-by-line comparison. Bear Restoration handles this negotiation directly with adjusters on behalf of NWA homeowners.