What is Proof of Loss for Property Insurance Claims?

What is a Proof of Loss in Florida Property Insurance?

A Proof of Loss is a formal, sworn, written statement that a policyholder submits to their property insurance company following a covered loss. It is your official, signed declaration to the insurer stating the nature of the damage, the cause of the loss, the value of the damaged property, and the dollar amount you are claiming under your policy. Because it is signed under oath, the Proof of Loss carries significant legal weight and forms the evidentiary foundation of your insurance claim.

A Proof of Loss is not the same as the initial report you make to your insurer when a loss occurs. Reporting the claim starts the process. The Proof of Loss is a more formal, subsequent step, a detailed sworn document that most Florida homeowner and commercial property insurance policies require as a condition of coverage.

Why Does My Florida Insurance Company Want a Proof of Loss?

The Proof of Loss requirement exists to give the insurance company a documented, sworn account of what you lost and how much you are claiming. It helps the insurer evaluate the scope of the loss, cross-check the claim against the policy’s coverage provisions, and begin its investigation with a clear factual record. In theory, the Proof of Loss serves both parties: it protects the insurer from inflated or fraudulent claims, and it creates a clear record of exactly what the policyholder is seeking.

In practice, however, insurance companies sometimes use the Proof of Loss requirement as a technical hurdle, a process that, if not completed perfectly and on time, can give the insurer grounds to deny a legitimate claim. This is one of the most important reasons to work with an experienced Florida property insurance attorney when preparing and submitting a Proof of Loss.

Is Submitting a Proof of Loss Required Under Florida Law?

The obligation to submit a Proof of Loss is primarily a contractual requirement, not a stand-alone mandate in the Florida Insurance Code. The requirement typically arises from your specific insurance policy. Most standard Florida homeowner and commercial property policies include a Duties After Loss clause that obligates the policyholder to submit a signed, sworn Proof of Loss upon the insurer’s request. Failing to comply with this contractual duty can give the insurer grounds to deny coverage.

Florida Statute § 627.70131 governs how insurers must respond once they receive a proof-of-loss statement. It sets binding timelines for investigation, physical inspection, and payment or denial. These statutory protections exist to prevent insurance companies from sitting on a claim indefinitely after receiving your Proof of Loss. Still, they only start running after you submit it.

What Types of Florida Property Insurance Claims Require a Proof of Loss?

The Proof of Loss requirement applies broadly to Florida property insurance claims, including:

• Homeowner’s insurance claims (hurricane damage, roof damage, water intrusion, fire, theft, vandalism)
• Commercial property insurance claims (business property damage, loss of inventory, structural damage)
• Condominium unit owner insurance claims
• Dwelling fire policy claims (non-owner-occupied residential property)
• Flood insurance claims under private flood policies (NFIP policies have their own separate Proof of Loss rules)
• Windstorm insurance claims

The specific Proof of Loss requirements, including the deadline and required contents, depend on the language of your particular policy. Always review your policy or consult an attorney to understand exactly what your insurer requires.

What Information Must Be Included in a Florida Proof of Loss?

Most standard Florida homeowner and property insurance policies require the following information in a Proof of Loss:

• The date and cause of the loss (e.g., a specific hurricane, fire, water intrusion, or other covered peril)
• A detailed description of the damaged or destroyed property and its location
• The actual cash value (ACV) or replacement cost value (RCV) of the damaged property at the time of the loss, as applicable under your policy
• The total dollar amount being claimed is the specific sum you are seeking from the insurer for the covered loss
• A declaration that no other insurance policy covers the same loss, or full details of any other applicable coverage
• Information about any mortgage, lien, or other encumbrance on the insured property
• Details about any changes in title, ownership, or occupancy of the property since the policy was issued
• Your signature, sworn under oath, certifying that all information in the document is true and complete

Because this is a sworn statement, every figure you include should be supported by documentation: contractor estimates, appraisals, photographs, receipts, or other verifiable evidence. Providing inaccurate figures, even inadvertently, can create serious legal exposure and give the insurer grounds to challenge or deny your claim.

How Long Do I Have to Submit a Proof of Loss in Florida?

Most standard Florida homeowners and property insurance policies require that you submit a completed, sworn Proof of Loss within 60 days of the insurer’s written request. This is a contractual deadline set by your policy, not a statutory one, so that the exact timeframe may vary depending on its language. Always read your policy’s Duties After Loss section and note the required deadline the moment your insurer sends the Proof of Loss demand.

Missing this deadline does not automatically forfeit your claim. Florida courts consider whether the insurer suffered actual prejudice from the late submission, but it creates serious legal risk and requires immediate attention. If you are approaching a Proof of Loss deadline and have not yet submitted a complete document, contact a property insurance attorney immediately.

What is the Appraisal Process and How Does it Relate to the Proof of Loss?

Many Florida property insurance policies include an appraisal clause that allows either party, the policyholder or the insurer, to invoke a binding appraisal process when there is a disagreement about the amount of the loss. The appraisal process is separate from the Proof of Loss but closely related: you typically must have submitted a Proof of Loss and made a demand before invoking appraisal, and the appraisal panel’s award will ultimately determine how much the insurer must pay.

In an appraisal, each side selects a licensed appraiser, and those two appraisers together select a neutral umpire. If the appraisers cannot agree on a value, the umpire makes the final determination. The appraisal process can be an effective way to resolve amount-of-loss disputes without full litigation, though it is not without its own complexities and pitfalls. An attorney can advise you on whether invoking appraisal is the right strategy for your specific claim.

Can My Insurance Company Deny My Claim Because of My Proof of Loss?

Yes, and it happens more often than it should. An insurer may deny a claim because the Proof of Loss was submitted late, was incomplete, contained inaccurate information, or failed to comply with the specific technical requirements of the policy. These denials are not always valid, and they are frequently challenged successfully with the help of an experienced property insurance attorney.

Florida courts have considered the doctrine of substantial compliance in Proof of Loss cases, meaning that a technical deficiency may not defeat an otherwise valid claim if the policyholder acted in good faith and the deficiency did not actually prejudice the insurer. However, asserting this defense requires legal argument and, often, litigation. If your claim has been denied on Proof of Loss grounds, do not accept the denial without consulting an attorney.

What Tactics Do Florida Insurance Companies Use to Misuse the Proof of Loss Process?

After nearly 30 years representing Florida homeowners, the attorneys at Williams Law Association, P.A. have seen insurers use the Proof of Loss process in the following problematic ways:

• Claiming technical deficiency as a basis for denial: Arguing that a Proof of Loss was incomplete or late, even when the policyholder acted in good faith, and the insurer suffered no real prejudice.
• Sending the Proof of Loss demand after significant delays: Some insurers delay sending the Proof of Loss demand until months into the investigation, then use the strict 60-day response window to pressure policyholders who may not be fully prepared.
• Using sworn statements to find inconsistencies: Because the Proof of Loss is a sworn document, any discrepancy between its contents and other statements you have made, even minor or innocent ones, can be used to challenge your credibility and deny the claim.
• Requiring Proof of Loss and Examination Under Oath simultaneously: Requesting both a Proof of Loss and an Examination Under Oath at once, without adequate explanation of your rights in each proceeding, in an effort to catch a policyholder off guard or in an inconsistency.
• Ignoring emergency order extensions: Denying claims on Proof of Loss timeliness grounds without acknowledging applicable emergency orders that extended deadlines following a catastrophe.

If you believe your insurer is engaging in any of these practices, contact Williams Law Association, P.A. immediately. These tactics can form the basis of a bad-faith insurance claim under Florida Statute § 624.155.

How is the Proof of Loss Different for Commercial Property Insurance Claims in Florida?

The basic structure and purpose of the Proof of Loss is the same for commercial property insurance claims as for residential claims; it is a sworn statement of the nature and value of the loss. However, commercial property claims tend to involve more complex documentation requirements, including business income calculations, inventory records, equipment valuations, and contractor estimates for commercial-grade repairs.

Florida Statute § 627.70131 applies broadly to property insurance claims, including commercial policies, though some provisions are more specific to residential claims. Commercial policyholders should be aware that their Duties After Loss obligations may be more extensive than those of residential policyholders, and that the amount at issue in a commercial claim often justifies having an attorney involved from the very first notice of loss.

What is an Examination Under Oath, and How Does it Differ from the Proof of Loss?

An Examination Under Oath (EUO) is a separate post-loss obligation that many Florida insurance policies include alongside or in addition to the Proof of Loss requirement. While the Proof of Loss is a written, sworn document that you prepare and submit, the EUO is an in-person (or remote), sworn interview in which an attorney hired by the insurance company questions you at length about the loss, your background, your finances, the condition of the property, and the details of your claim.

Both the Proof of Loss and the EUO are typically conditions precedent to coverage, meaning that refusing to comply with either one can give the insurer grounds to deny your entire claim. An EUO is a high-stakes legal proceeding, and you should not sit for one without experienced legal counsel. If your insurer has requested both a Proof of Loss and an EUO, contact Williams Law Association, P.A. immediately before you respond to either demand.

What if My Mortgage Company is Listed on My Insurance Check — Does the Proof of Loss Address That?

Yes. Your Proof of Loss should include information about any mortgages, liens, or other encumbrances on the insured property. This is important because most Florida homeowners with a mortgage will have their insurance settlement check made payable jointly to both the homeowner and the mortgage lender (the loss payee named in the policy). The Proof of Loss documents the mortgage interest as part of the claim record.

If your mortgage company is on the check and is not endorsing it or is requiring you to meet certain conditions before releasing the funds, that is a separate process governed by your loan agreement and the loss payee provisions of your insurance policy. Our expert Florida property insurance attorneys can help you navigate this process, particularly if the mortgage company is refusing to cooperate or is imposing conditions that delay or reduce your ability to repair the property.

When Should I Contact a Florida Property Insurance Attorney About My Proof of Loss?

You should contact a property insurance attorney as soon as any of the following circumstances arise:

• Your insurer has sent you a Proof of Loss form, and you are unsure what to include, how to value your claim, or whether the deadline is accurate.
• Your insurer has denied your claim in whole or in part based on your Proof of Loss, claiming it was late, incomplete, or contained inaccuracies.
• Your insurer has requested an Examination Under Oath in connection with your claim.
• You have received a settlement offer that is significantly lower than your documented loss.
• Your insurer is not responding, is delaying investigation, or is failing to meet Florida’s statutory claims-handling deadlines under § 627.70131.
• You are approaching the one-year deadline for initial claim notice under § 627.70132 and have not received a fair resolution.
• You believe your insurer is engaging in bad faith tactics.
• Your claim involves a large loss, particularly hurricane damage, roof replacement, total loss, fire, or major water intrusion, where the stakes of getting the Proof of Loss wrong are high.

At Williams Law Association, P.A., we offer free consultations for Florida property insurance claims. We handle these cases on a contingency fee basis, which means you pay no attorney’s fees unless we recover for you.

How does Williams Law Association, P.A. help with Florida Proof of Loss issues?

Williams Law Association, P.A. has represented Florida property owners in insurance claims disputes since 1995. We have recovered more than $300 million for our clients‘ homeowners, condominium owners, and commercial property owners whose claims have been denied, delayed, or underpaid by insurance companies.

When it comes to Proof of Loss issues, we help clients by reviewing the policy language to identify exact requirements and deadlines; guiding the preparation of the Proof of Loss to ensure accuracy, completeness, and compliance; coordinating with independent adjusters and contractors to properly document and value the claim; responding to Proof of Loss-based denials with legal argument; representing clients in appraisal proceedings, mediation, and litigation; and pursuing bad faith claims when an insurer has acted improperly.

If you are dealing with a property insurance claim in Florida and have received a Proof of Loss demand or a denial, contact our office today for a free consultation. We fight for Florida homeowners and property owners who have been treated unfairly by their insurance companies, and we do not get paid unless you do.