Why a written list is worth an afternoon
After a break-in, a burst pipe or a fire, few people can name everything they owned, let alone the model or the year they bought it. A list made in calm times does that work in advance. It also shows you what your belongings add up to, which is a useful number to have when you compare insurance or plan a move.
The National Association of Insurance Commissioners (NAIC), a US organization that supports insurance regulators, makes the same point in its guide to filing a homeowners claim: it tells readers to keep an inventory of their items because it makes filing a claim easier. Beyond that, what a claim needs depends on your policy, so check what your insurer asks for.
Filling it in, room by room
- Pick the rooms you have above and download the spreadsheet, the PDF or both. Every room gets its own sheet or page, and a summary collects the totals.
- Work through one room at a time, clockwise from the door, so nothing gets skipped. Open drawers and cupboards as you go.
- Start with the expensive things: electronics, appliances, furniture, tools, jewelry and anything collected. Small items can share a row, like "kitchen utensils, about 40 pieces".
- Fill in what you know now and leave gaps for later. A row with only the item and a rough value is better than no row.
| Column | What to note |
|---|---|
| Item | What it is, in words someone else would understand |
| Brand / model | Maker and model name or number, from a label or the manual |
| Serial number | Look for a sticker on the back or underside; a photo of the label works too |
| Purchase date | The exact date if you have it, otherwise the year |
| Purchase price | What you paid, from the receipt, bank statement or order history |
| Estimated value today | Your own estimate of what it is worth now |
| Receipt or photo | Yes if you have proof of the item saved somewhere |
| Notes | Where the receipt is, a gift, a repair or a warranty end date |
In the spreadsheet, each room adds up its purchase prices and estimated values and counts the rows marked yes. The Summary sheet pulls those numbers in with formulas and adds a grand total. On paper, add up each page by hand and copy the room total onto the summary page.
Photos and receipts
Pictures carry details a list leaves out, such as condition and size. The same NAIC guide suggests going through every room and taking pictures or videos of everything in it. A slow video of each room with a short spoken description is quick to make; add close-ups of serial number labels and of anything valuable.
Keep receipts together, or scan or photograph them so faded paper does not matter. For things bought online, save the invoice from your order history. When you have proof for an item, write yes in the Receipt or photo column; the count on each room shows at a glance where proof is still missing.
Store a copy somewhere else
A list that burns with the house helps nobody. NAIC advises storing your inventory in a secure place at another location. That could be a relative you trust, a safe deposit box or an online storage account, with the photos and receipt scans next to the spreadsheet. Write down where the copy is in the Copy kept at field on the summary, so someone else in the household can find it too.
Keeping it up to date
On updates, the NAIC guide is short and clear: "Review and update your inventory annually, including your pictures/videos." A fixed date helps, for example the week your policy renews. Write it into Next review on the summary and the date of each round into the Updated field on every page.
Between reviews, add big purchases when you make them and cross out what you sold or threw away. In the spreadsheet, delete the row; on paper, strike it through so the history stays readable.
Tools that help with the list
A move is a good moment to start, because every item passes through your hands anyway. The moving boxes calculator estimates how many boxes of each size your rooms need. For a rough figure under Estimated value today, the depreciation calculator spreads a purchase price over the years you expect an item to last; treat the result as your own estimate, not as what an insurer would pay. The square footage calculator works out the floor area of each room, which is handy to note on the summary next to your address.
This page gives practical tips for keeping records. It is not legal or insurance advice; for questions about your coverage, ask your insurer or agent.
Frequently asked questions
Is the home inventory template free?
Yes. Download it as often as you like, for your own home, a rental or a relative you help out. There is no signup, no email form and no watermark; each sheet and page ends with one small line with our web address.
Which programs open the spreadsheet?
The download is a standard .xlsx file, the format Excel uses, so other spreadsheet programs that read .xlsx open it as well. The totals are formulas and update as you type. A quick preview in a file browser or on a phone may show zeros, because previews do not recalculate.
How do I add more rows to a room?
Each room sheet starts with 25 empty rows. To add more, insert rows somewhere between the first and the last item row rather than directly above Room total, so the new rows fall inside the range the total adds up. Click the total afterwards to check its formula; the Summary sheet follows the same range.
What do I write under Estimated value today?
Your own best guess of what the item is worth now, for example what a similar used one sells for. It is only a note for you. Ask your insurer how it values belongings in a claim, since that decides which number matters for your policy.
Can I add a room that is not in the list?
Pick the closest room here and rename the sheet tab, or copy a room sheet in your spreadsheet program. For a copied sheet, add a row to the Summary and point its cells to the new sheet's total row. The printed summary has two blank rows for extra places, such as a hallway or a storage unit.
Should I print on Letter or A4?
Use the paper in your printer. The page starts on US Letter when your browser is set to US or Canadian English or Canadian French, and on A4 for other languages. The pages print in landscape so the eight columns have room for handwriting; print at 100 % or actual size.