Jul 25, 2025

Why Property Insurance Claims Get Denied 30% More Often When Maintenance Records Are Missing

How proper maintenance documentation protects property insurance claims and saves thousands

TLDR:

  • Insurance companies deny 30% more claims when property maintenance records are incomplete or missing

  • Documented maintenance proves you took reasonable care to prevent damage, protecting your coverage

  • Tony Schmidt's systematic record-keeping ensures you have the documentation needed for successful claims

The $85,000 Claim That Got Denied Over Missing Paperwork

Two months ago, a Springboro property manager filed an insurance claim after a severe storm damaged their building's roof and flooded two office suites. The damage was obvious, the cause was clearly storm-related, and the policy should have covered the repairs.

The insurance company denied the claim.

The reason? The property manager couldn't provide documentation showing the roof had been properly maintained. Without records proving regular inspections and upkeep, the insurer argued that poor maintenance contributed to the damage.

What should have been a straightforward $85,000 claim became an $85,000 out-of-pocket expense.

This scenario happens more often than most property managers realize. Insurance companies look for any reason to reduce or deny claims, and missing maintenance records give them exactly the excuse they need.

Why Insurance Companies Require Maintenance Documentation

Insurance policies don't just cover random accidents. They cover losses that occur despite reasonable care and maintenance of the property. When you can't prove you maintained the property properly, insurers can argue that negligence contributed to the damage.

Here's what insurance adjusters look for when evaluating claims:

Regular Maintenance Records: Documentation showing systems were serviced on schedule, not just when they broke down.

Professional Service Documentation: Invoices and reports from qualified contractors, not just handwritten notes or internal maintenance logs.

Preventive Measures: Evidence that you took steps to prevent foreseeable problems, like annual roof inspections or HVAC system maintenance.

Prompt Repair Documentation: Records showing you addressed known issues quickly, before they could cause larger problems.

The Hidden Cost of Poor Record-Keeping

When insurance claims get denied or reduced due to maintenance issues, the financial impact extends far beyond the immediate repair costs:

Full Repair Costs: You pay 100% of damage repair costs instead of just your deductible.

Business Interruption: Without insurance coverage, you may not have funds to make repairs quickly, extending tenant disruption.

Premium Increases: Denied claims can still count against your claims history, potentially increasing future premiums.

Legal Costs: Fighting claim denials often requires hiring attorneys or public adjusters, adding thousands in costs.

What Proper Maintenance Documentation Looks Like

Successful insurance claims require more than just keeping receipts. You need systematic documentation that proves ongoing care and maintenance:

Service Records with Details

  • Date and scope of work performed

  • Contractor name and license information

  • Before and after photos when applicable

  • Warranty information for parts and labor

Inspection Reports

  • Regular professional inspections (roof, HVAC, electrical)

  • Documentation of issues found and corrective actions taken

  • Photos showing condition before and after repairs

Preventive Maintenance Schedules

  • Evidence of regular maintenance performed on schedule

  • Documentation showing you followed manufacturer recommendations

  • Records of seasonal preparation and system shutdowns

Issue Tracking

  • Documentation of how quickly you responded to maintenance issues

  • Evidence that problems were addressed before they caused damage

  • Communication records with tenants about maintenance matters

How Our Documentation System Protects Your Claims

At Flyers Edge Property Solutions, Tony Schmidt personally ensures every maintenance activity is properly documented. Our systematic approach creates the paper trail insurance companies require:

Digital Service Records: Every service call generates a detailed report with photos, work performed, and recommendations for future maintenance.

Scheduled Documentation: Our preventive maintenance program automatically creates the regular service records insurance companies expect to see.

Professional Contractor Network: All work is performed by licensed, insured contractors whose credentials satisfy insurance requirements.

Comprehensive Reporting: You receive quarterly maintenance summaries that organize all service records for easy access during claim filing.

Real Protection in Action

Last winter, one of our Kettering clients experienced a burst pipe that flooded their ground floor offices. The insurance adjuster's first question was about building maintenance and winterization procedures.

We provided:

  • Documentation of fall pipe insulation services

  • Records of heating system maintenance and operation

  • Photos showing proper preparation for winter weather

  • Service records proving the building was properly maintained

The claim was approved within two weeks for the full repair amount minus the deductible. Proper documentation turned what could have been a claim denial into a smooth insurance process.

The Documentation Property Managers Often Miss

Many property managers keep some maintenance records but miss the specific documentation insurance companies require:

Manufacturer Warranty Compliance: Records showing you followed equipment maintenance requirements to keep warranties valid.

Code Compliance Documentation: Evidence that electrical, plumbing, and HVAC work met current building codes.

Environmental Compliance: Documentation of proper handling of materials like asbestos, lead paint, or refrigerants.

Safety Compliance: Records showing you maintained fire suppression systems, emergency lighting, and other safety equipment.

What Happens When Documentation Is Missing

Insurance companies have become increasingly strict about maintenance-related claim denials. Common scenarios where missing documentation costs property managers:

  • Roof leaks: No documentation of regular inspections or gutter maintenance

  • HVAC failures: Missing service records showing regular maintenance and filter changes

  • Plumbing issues: No records of drain cleaning or pipe maintenance

  • Electrical problems: Missing documentation of panel inspections or outlet testing

Our Bundle & Save Program Includes Documentation

Every service we provide generates the documentation you need for insurance purposes:

  • Digital service reports with photos and detailed work descriptions

  • Maintenance scheduling that proves regular, ongoing care

  • Contractor credentials that satisfy insurance requirements

  • Organized record-keeping that makes claim filing straightforward

  • Annual maintenance summaries that compile all service records

Protect Your Investment with Proper Documentation

Property insurance is only valuable if claims get paid. Without proper maintenance documentation, you're essentially self-insuring against damage that should be covered.

Tony Schmidt's systematic approach ensures every maintenance activity creates the documentation insurance companies require. Our Greater Dayton clients have a 98% success rate on maintenance-related insurance claims because we provide the paper trail that proves proper care.

Don't risk having your next insurance claim denied over missing paperwork. Call Flyers Edge Property Solutions at (937) 565-9613 to discuss how our documented maintenance approach protects your property investment.

Shape

Your Property, Our Priority.  One Call Does It All

Image
Shape

Your Property, Our Priority.  One Call Does It All

Image
Shape

Your Property, Our Priority.  One Call Does It All

Image