Your Guide to the Proof of Loss Form

Key Takeaways

• A Proof of Loss Form is a sworn document that policyholders must submit to start the insurance claim process.

• This Form outlines details of the loss, including what was damaged, how it happened, and the financial impact.

• Insurers often require this Form for large claims, unclear circumstances, theft, natural disasters, or disputed damages.

• Proof of Loss Forms must be completed accurately, with supporting evidence, and submitted within strict deadlines.

• Book an online notary appointment with NotaryPro to commission your Proof of Loss Form in 7 minutes.

A Proof of Loss Form is one of the most important insurance claim requirements, yet many policyholders struggle with it. Completing it accurately and on time can directly impact whether your claim is accepted or denied.

Here, we’ll explain what a Proof of Loss Form is, how to fill it out properly, and why commissioning is mandatory.

What Is a Proof of Loss Form?

A Proof of Loss Form is an official, commissioned and sworn document that policyholders must complete when insured property is damaged. As a policyholder, you must submit this form to file an insurance claim. 

Submitting this form is what formally triggers the insurance claim process, allowing your insurer to begin reviewing and assessing your case. This form also helps substantiate the value of your loss to an insurance company.

Without this form, your insurer cannot process the claim, which can delay repairs and prevent you from receiving accident benefits.

 A Proof of Loss Form is typically brief, often just a single page. It outlines what was damaged, how the damage occurred, and the financial impact. 

Proof of loss forms are quite common, especially when a policyholder files a larger claim or when the reported damage seems suspicious.

When Is a Proof of Loss Form Required?

Not every insurance claim requires a Proof of Loss Form, but insurers often request one under certain circumstances. Common situations can include the following:

• Significant claim amounts: If a claim involves substantial financial losses, insurers usually require formal documentation to verify damages and prevent overpayment.
• Suspicious or unclear circumstances: When the cause of damage is unclear or questionable, insurers may require a sworn statement to confirm details and mitigate fraud risks.
• Property theft or vandalism: Claims involving stolen or intentionally damaged property often require a Proof of Loss, sometimes supported by a police report.
• Natural disasters or large-scale damage: Events such as floods, fires, or severe storms often lead insurers to request formal proof for accurate claim processing.
• Disputed claims: If there is disagreement over the extent of damage or repair costs, insurers may require proof to substantiate a policyholder’s position.

When to Submit a Proof of Loss Form

Policyholders planning to file a property damage claim should submit their Proof of Loss Form as quickly as possible after the incident. Most insurance providers enforce a set timeline, typically requiring submission within 60 days from the date of the loss. 

Therefore, you have about two months to accurately complete and return the document to activate your insurance claim.

Can an Insurance Company Refuse a Proof of Loss Form?

Yes, an insurance company can refuse a Proof of Loss form if the policyholder makes mistakes or fails to meet requirements. Some of the most common reasons include:

• The Proof of Loss form is incomplete or contains incorrect information.
• Required questions are left unanswered.
• Supporting documentation or evidence is missing.
• The form is not signed or properly commissioned.
• The Proof of Loss is submitted after the deadline.

What Happens After Submitting a Proof of Loss Form?

After you submit a Proof of Loss form, your insurance company will begin the claims review process. They will decide whether to accept or reject your claim, calculate the total loss value, and notify you of the outcome. Here is what typically takes place once you submit your Form:

• Your insurance company will carefully review the Proof of Loss documents you submitted.
• They will decide whether to accept or deny the items listed in the form.
• Once the review is complete, your insurer will calculate the total loss value and contact you with the details.
• You will have the opportunity to review the payment amount being offered.
• The insurance company will issue payment for the approved claim, minus any applicable deductibles.

Important Details Required in a Proof of Loss Form

While they may look slightly different across insurance providers, most Proof of Loss Forms require the same general details to evaluate your claim. Here are the most common details required:

• Policyholder information
  • Your full name
  • Address
• Insurance policy number
• Date of the incident
• Cause of the damage or loss
• Description of damaged, destroyed, or stolen items
  • A complete inventory of affected property, including type, make, model, and other identifying details.
• Supporting evidence
  • Receipts
  • Photos
  • Medical bills (if applicable)
  • Police reports (if required)
  • Warranties
  • Inventories to prove ownership and value
• Estimated repair or replacement costs (e.g., invoices)
• Coverage amounts 
• Interested parties (also called “parties having an interest in the property”)

How To Fill Out a Proof of Loss Form

When completing a Proof of Loss Form, it’s important to take your time and provide as much detail as possible. Here are the essential steps to completing a Proof of Loss Form:

1. Gather all necessary information

Have your insurance policy, claim number, incident details, and list of damaged property ready before starting the form.

2. Be specific and detailed

Describe what happened, when it occurred, and the extent of property damage in precise detail.

3. Attach supporting documents

Include receipts, repair estimates, photographs, police reports, and medical bills if applicable, to substantiate the losses you’re claiming.

4. Review for accuracy

Double-check names, dates, policy numbers, and dollar amounts to avoid errors that may cause delays or denials.

5. Have your form commissioned

Many insurers require you to make a sworn statement and sign your form in the presence of a notary public.

Does a Proof of Loss Form Need To Be Commissioned?

Yes, your Proof of Loss Form must be commissioned. The process of commissioning involves signing your Form before an authorized official, such as a notary public or commissioner. During commissioning, you make an oath or affirmation swearing that all the information you’ve provided is true and accurate.

With NotaryPro, you can commission your Proof of Loss Form online in as quickly as 7 minutes, from anywhere in Canada.

To learn more about the commissioning process, check out our guide on preparing for an online notary appointment. 

Secure Your Insurance Claim with a Proof of Loss Form

A Proof of Loss Form is a crucial part of the insurance claims process. It serves as your sworn statement detailing what was damaged, when the loss occurred, and the estimated costs to repair or replace. Completing the form accurately, submitting it on time, and ensuring it is properly commissioned strengthens your chances of a successful claim.

We make commissioning your Proof of Loss Form fast, convenient, and stress-free. Book an online notary appointment with us and have it completed in under 7 minutes, from anywhere!