What the form asks
The form usually includes the policy number, date and cause of loss, a description of the property, the amount you claim, other insurance, and any mortgage or lienholder. Many insurers attach inventory sheets. The adjuster's instructions explain what to attach.
Deadlines for submitting the form are set by the policy. Read it or ask your insurer.
Gathering support
Photos, receipts, estimates, repair bills and police or fire reports help back up the numbers. Keep a clear list. If you are not certain about a value, label it as an estimate and explain how you reached it.
Do not inflate figures. False statements can void a claim.
At the notary
After your oath you sign, and the notary checks ID and completes a jurat. The notary does not review the figures, the policy or the claim.
If more than one person is named on the policy, each may need to sign.
Handling mistakes
If you find an error after signing, tell the insurer in writing promptly and consider asking for an amended form. Do not alter a notarized page. Ask your adjuster or a public adjuster or attorney for help if you feel stuck.
Notaries cannot negotiate with the insurer.
Practical timing
After a disaster, you may lack ID, power or paper. Ask the notary what alternate ID might work and whether remote signing is available. Mobile notaries can visit a temporary lodging. Keep copies of everything and note names and dates of calls.
MCC Solutions can help with the notarization step.
Scenario: a kitchen fire claim
After a kitchen fire, a homeowner prepares an inventory of damaged items. Each line has a description, purchase date, replacement cost and photo reference. The insurer's form asks for totals by room.
The homeowner also lists emergency repairs and temporary housing costs. The adjuster reviews and may adjust amounts. The homeowner signs the sworn proof of loss before a mobile notary at the temporary apartment.
Keep a running log. Note who you spoke with and when. If the insurer asks for more detail, supply it promptly. A careful, honest inventory is easier to defend than a rushed one, and the sworn form should match your records line for line.
Do not forget to ask the insurer about deadlines for submitting the form and about mailing instructions. Some insurers accept electronic submission, others want an original with an ink signature and notary seal. Keep proof of delivery. If the deadline is at risk, ask in writing for an extension rather than hoping the insurer will overlook it. Consider asking a trusted relative to help organize receipts and photos. A second set of eyes catches arithmetic errors, which are common when totals are added by hand. Fix mistakes before you sign, since the sworn form should match your support documents exactly.
Common questions
Is the proof of loss always notarized?
Many insurers require a sworn statement, which a notary can handle.
Can my contractor sign for me?
Not unless the policy and insurer allow it, and the notary needs to see the actual signer.
What if I do not know the final amount?
Ask the insurer how to submit estimates and supplements.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.