Home contents inventory: what to record for insurance in NZ

Start with one room and a useful record

A home contents inventory brings together what you own, identifying details and the evidence you already have. Start with one room: record an item, link its photo or purchase record, then move to the next. You can build the list over several short sessions.

The list helps you find information. It does not establish that an item is covered or fix its claim value. The IFSO Scheme's proof-of-ownership information sheet explains that evidence requirements depend on the policy, item and circumstances. Photographs can help, but an insurer may ask for more.

What to put in each entry

Use a notebook or spreadsheet you can maintain. Give each item a short reference, such as “study-01”, so its documents can be matched later. These are suggested organising fields, not an insurer's claim form:

Item and location

Write a recognisable description, room, brand, model and serial number where available. For a set or collection, note what the entry includes.

How it came to you

Record whether you bought it new, bought it second-hand, received it as a gift or inherited it. Include the date, or clearly label an approximate date.

Evidence you hold

Link the actual item photos, receipt, order email, warranty or other record. Keep the original files. A clear filename is more useful than a note saying “somewhere in my inbox”.

Amounts and their meaning

Keep the purchase price separate from any later estimate or valuation. Label each amount with its basis and date; leave unknowns visible rather than inventing a precise figure.

Question still open

For example: “Find the model number” or “Ask what evidence is suitable for this gift”. Tick it off only after you have the answer.

On a second pass, check cupboards and the places you initially skipped. You might record kitchen equipment, bedding, clothing and hobby items as well as the obvious electronics. Choose a level of detail that lets you recognise what is recorded without turning the task into a list you cannot keep current.

What if you do not have the receipt?

Look for other genuine records. Consumer Protection gives examples including photographs, bank records, repair documents and messages about a Trade Me purchase. These may help explain what you had; no single alternative is guaranteed to be sufficient.

If evidence is missing, tell the insurer what is unavailable and ask what else it needs. The IFSO guide explains that insufficient ownership evidence can affect a claim. Do not recreate a receipt or use a retailer's product image as a photograph of your own item.

Fictional organising example: you bought a used camera and kept the seller's email and bank transfer record. Create “study-01”, add a photo of the actual camera and serial number, and link those two records. Mark the purchase date as approximate if you cannot verify it. This example shows how to organise existing evidence, not whether an insurer would accept it.

Keep the inventory separate from the cover decision

ICNZ's house and contents guidance describes item or category limits and differences between replacement and indemnity cover. A total at the bottom of your list does not explain those terms.

Flag items you want to ask about, such as jewellery or a collection. Alongside the inventory, keep a short question list: Is this item within the policy's contents definition? Does a limit apply? What valuation or other evidence is needed? What basis would be used to settle a covered loss? Ask for the relevant policy reference with the answer.

Save it so you can find it later

As a practical organising step, keep a protected backup separate from the phone or computer used to make the list. Check that you can open the files from another device. Restrict access; an inventory can reveal valuables and details of your home. Avoid public sharing links.

Add a “last checked” date and make a small update when you buy, sell or give away an item. Keep useful historical records, but mark disposed items clearly so they cannot be mistaken for current belongings.

Use the open questions for your next discussion

Once one room is recorded, you will probably know which details are easy to find and which need attention. Bring those open questions to a personal insurance discussion. You do not need to put your inventory, serial numbers or bank records in an initial web enquiry.

Contact James with a brief outline and ask him to confirm the advice scope and a suitable way to share documents. For the separate question of what you may contribute to a claim, read insurance excess explained.