Claims · Insurance Term
Proof of Loss
Definition
A proof of loss is a formal, signed and usually sworn statement you give the insurer that sets out what was damaged, how it happened, and how much you are claiming. Many policies require it within a set time after the insurer asks for it.
In Plain English
A proof of loss is part of your duties after loss. It typically includes the date and cause of loss, your interest in the property, any other insurance, and the amount claimed, with supporting documents. Many commercial property forms require it within 60 days after the insurer requests it.
Because it is sworn, it must be accurate. You can usually supplement it if more damage turns up, but do so in writing. If you and the adjuster disagree on the amount, the policy may offer an appraisal clause process.
Flood policies are strict. The NFIP's standard flood policy asks for a signed, sworn proof of loss within 60 days after the loss, not after a request. Many private flood policies set their own deadlines. Check the deadline in your flood policy right away.
Not sure how your policy handles this? Have us review it, or get a quote.
Example
Hypothetical and simplified: a fire damages a small office building. The insurer sends a proof of loss form on April 1. The owner's contractor estimates $240,000 of building damage. The owner fills in that amount, attaches the estimate and photos, signs it before a notary, and returns it before the policy's deadline.
Why It Matters for Texas Property Owners
Under the Texas Prompt Payment of Claims Act, the insurer generally has 15 business days to accept or reject a claim after receiving all the items it requested (Ins. Code §542.056). A complete proof of loss with documents helps that clock start. Surplus lines insurers have longer periods, and a declared weather catastrophe adds time.
What to Watch For
- Ask the adjuster in writing whether a proof of loss is required and by what date.
- Attach the estimates, invoices, photos and inventories that support each amount.
- Keep a copy of everything you send and a record of when it was received.
- If more damage turns up later, submit a supplement promptly.
Common Questions
What if I miss the proof of loss deadline?
It can put the claim at risk, depending on the policy and the facts. If you need more time, ask the insurer for an extension in writing before the deadline passes.
Can I submit a proof of loss before repairs are finished?
Yes. Many owners submit based on estimates and later supplement with final costs. Note on the form or in a cover letter that the amount may change.
Sources
- Texas Insurance Code §542.056 (accept or reject a claim)
- NFIP Standard Flood Insurance Policy, General Property Form (44 CFR Part 61, App. A(3))
Last updated October 14, 2026 · Primesure editorial team · How We Write