What Evidence Should a NZ Landlord Keep for an Insurance Claim?

A landlord insurance claim is easier to explain when the records show what was covered, how the tenant was selected, the property's condition before the event, what happened, and what it cost. There is no single evidence list that applies to every policy or claim. Check the wording, schedule, endorsements and benefit that apply to your policy and incident.

This guide is a record-keeping checklist, not a coverage decision or a promise that an insurer will accept a claim. For general claim steps, see Insurance Council of New Zealand claim guidance.

Which policy records should I keep?

Keep the schedule, full wording, endorsements and renewal notices for the period that includes the incident. Record the insurer, policy reference, insured address, policy dates, excess, and the benefit you may rely on. If the insurer or wording changed, retain both versions and note which one appears to apply. Do not assume a current web page is the wording for an older event.

Policy conditions differ. For example, published landlord wordings describe different inspection intervals and arrears steps. Compare the AMI policy documents, AA landlord policy document, and Tower Landlord's Plus wording for the version and cover that apply to you. These examples are not interchangeable advice.

What tenant-selection records may matter?

Some landlord policy benefits ask whether reasonable tenant checks were completed. Preserve the application, references, decision date, signed tenancy agreement and the record of checks completed. Keep a dated note of who reviewed each item and what decision was made. A check is one datapoint. It does not predict future conduct or prove that a later loss is covered.

Credit and screening reports can contain sensitive personal information. Collect and retain them only for a permitted purpose, restrict access, and follow the provider's contract and applicable privacy duties. If a provider's terms require deletion after delivery, do not keep a copy for an insurer without written permission. A dated audit record that a report was requested, delivered and opened is different from retaining its contents.

What inspection records should I keep?

Keep the initial condition record, dated routine and turnover inspections, photographs, notes, tenant responses, and any follow-up work. Record the inspection date separately from the date a report was completed or uploaded. Preserve the original report and its version. The Tenancy Services initial inspection guidance explains why a clear start-of-tenancy record matters.

Do not treat one insurer's cadence as universal. Some wordings describe six-monthly checks, while others can require more frequent inspections for a particular benefit. Confirm the exact condition in your own policy and record missed or delayed visits honestly. A later inspection must not be presented as evidence of an earlier property condition.

How should I record the incident and insurer contact?

Write down when the event is believed to have occurred, when it was discovered, who discovered it, when the insurer was contacted, and any reference or instructions received. If a date is uncertain, mark it as estimated or unknown instead of guessing. Keep photographs, messages, reports, police details where relevant, and notes of steps taken to prevent further damage.

Contact your insurer promptly and follow its instructions. Take reasonable steps to prevent further loss, but ask before non-urgent repairs, disposal or admission of liability where the policy requires insurer approval. Keep urgent safety work distinct from later repairs and preserve receipts for both.

What cost records should support the amount claimed?

Keep itemised quotes, invoices, receipts, proof of payment, ownership records and a short explanation connecting each cost to the event. Separate damage repairs, emergency mitigation, replacement items and any rent-loss period. Record payments, refunds or other recoveries so the same loss is not counted twice. A quote is not proof that the work was completed or paid.

For rent loss, keep the tenancy agreement, rent ledger, notices and records of what was received. For physical damage, retain dated before-and-after photographs and contractor reports. Ask the insurer which documents it needs for the specific benefit before assembling a final submission.

How can I organise the records without overstating a claim?

Arrange evidence in date order and label each item with its source and date. Keep the source file unchanged, then create a redacted copy only when sharing requires it. A useful pack has an index, policy version, tenancy and selection section, condition history, incident timeline, insurer contact, itemised costs, and a list of missing or uncertain evidence. Mark estimates, gaps and synthetic examples clearly.

RentManager's sample insurance evidence case opens a synthetic tenant-selection record, inspection, incident and cost in the claim workflow. It also shows missing supporting documents. It contains no real tenant information, provider report, insurer endorsement or claim decision.

Does an evidence pack guarantee the insurer will pay?

No. An organised pack helps explain the records available. The insurer decides whether the policy responds, whether conditions were met, what loss is covered, and what further information is required. Ask the insurer or a qualified adviser about your circumstances.

What are the quick answers?

Do all insurers require inspections at the same interval? No. Read the wording and endorsements for your policy and the specific benefit.

Should I keep a screening report for seven years? Only if the provider's written terms and your privacy obligations permit that use and retention. A due-diligence audit timestamp is not the report itself.

Can I send the pack directly to my insurer? Review every included item, remove information that is not needed, and follow your insurer's submission instructions. The pack does not submit or validate a claim.