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6 minute read Published on Jul 16, 2026 by BrokerLink Communications
After an accident, fire, theft or major loss, sometimes the paperwork can feel heavier than the event itself. Among all the forms you may be asked to complete, there’s one that often matters more than the rest: the proof of loss. You can think of the proof of loss as the written version of your claim. It’s how your insurer understands the details of what happened and what was lost. Below, we’ll walk you through what this form is, when it applies and how to fill one out to help you avoid any delays and unnecessary back and forth.
A proof of loss is your official sworn statement of what happened after an event and what you’re claiming. It’s a formal document that tells your insurance company:
When the loss happened
What was damaged, lost or stolen
How much you’re claiming for it
Completing a proof of loss is part of the policyholder’s responsibility, but it’s also simply a way to clearly document what happened and what you’re claiming.
The form may look a little different depending on where you live, but it generally asks for the same core information:
A detailed list of what was damaged or destroyed, including quantities, costs and the amount you’re claiming for each item
A statement from you that the loss wasn’t intentional or caused by your own neglect
Your policy details
The date, time and location of the loss
How the loss happened, including what you know about the cause
Information about anyone who has a financial interest in the property, such as lenders or lienholders
Details of any other insurance covering the property
Detailed estimates of any property damage
Information on any changes to the property since the policy started, like ownership, use or location
Your insurer may also ask you to:
Provide a list of any property that wasn’t damaged
Share records such as repair estimates, invoices, a police report, inventory lists or accounting documents to support your claim
In many property insurance claims, the form has to be verified by a statutory declaration. This means you’ll need to sign it in front of someone authorized to witness it, such as a commissioner for oaths or a notary public, depending on where you live.
Not every claim will need a proof of loss form, as sometimes some smaller or straightforward claims can be resolved without one. Still, the Insurance Bureau of Canada (IBC) notes that insurance companies require a proof of loss form in some cases to document lost, damaged or stolen items or property and their value and that you must sign and swear it’s true.
If you need to complete a proof of loss form, your insurer should send you the form after you submit your claim. For instance, in Ontario, insurance providers are required by law to give you a proof of loss form if you ask for one. They must provide it no later than 60 days after you report the loss.
It depends on where in Canada you live and who you’re insured with. Insurance is regulated by each province and most provincial laws don’t set a specific number of days to submit a proof of loss. Instead, the wording may be something like “as soon as practicable,” as seen here in both Alberta’s Insurance Act and New Brunswick’s Insurance Act.
The IBC also explains that, in many cases, most insurance companies ask for a proof of loss to be completed and returned within 30 days, though this isn’t a universal rule and can differ by policy. If you’re unsure what timeline applies to your claim, a BrokerLink advisor can check your policy and confirm what your insurer expects so you don’t risk any delays or missed deadlines.
Once you receive the form, you may start to feel overwhelmed by everything you need to do to complete it. But if you can just take it one small step at a time, you may find the form far less intimidating. Here's what to do:
Contact your insurer or broker as soon as you’re able to. This starts the insurance claims process and gives you access to the right forms and instructions.
Always use the proof of loss form your insurer provides. Even if you’ve seen similar forms before, each insurer may have its own version, so it’s important you use the right one to avoid any delays.
Before you start filling things in, ask your insurer if there’s a deadline to give them your form and whether it needs to be sworn as a statutory declaration.
Collect any photos, receipts, repair estimates, medical bills (if applicable), police reports or anything else connected to the loss. And don’t worry if something is missing at first. Your claim can start with estimates and then get updated as you receive any supporting documents.
Start with your policy number, contact details and when and where the loss happened. These are usually the simplest parts to fill in and getting them out of the way may help make the rest of the form feel more manageable.
Explain the loss clearly and in your own words and include as much detail as possible. Stick to the facts and what you know. It’s best not to try to guess or fill in any gaps. Any information you share should be accurate and based on supporting evidence.
Aim for clear descriptions and realistic values. Depending on your policy, values may be based on actual cash value, which takes depreciation into account or on replacement cost. Please note that it’s generally okay to use estimates if exact numbers aren’t available yet, though in some cases, you may later need to obtain detailed estimates to confirm repair or replacement costs.
It’s always a good idea to read everything through before signing. This is your chance to catch any small errors or missing information, as filing a proof of loss form inaccurately can result in a delay, underpayment or even your claim being denied. Taking the time to complete the form accurately can help prevent any delays or confusion as your claim is reviewed.
If a statutory declaration is needed, follow the instructions for having it witnessed or commissioned.
Once it’s ready, you can send the form to your insurance company. Just make sure to hang on to copies of everything you submit for your own records, including any supporting documents and the date you sent them. If you’re unsure at any point, a BrokerLink insurance broker can help review it before you send it in.
Once your insurer has your proof of loss, they’ll review it alongside your insurance policy to determine liability and decide on a payment amount, if applicable. How long the repairs or payment take can depend on where you live in Canada and who you’re insured with, as each province has its own rules and policies aren’t all the same.
For example, the Ontario Insurance Act states that if the insurer chooses to repair, rebuild or replace the damaged property instead of paying cash, they must notify you in writing within seven days of receiving your proof of loss. If they don’t choose that route, they must pay the amount they owe under your insurance policy:
Within 60 days after they receive your proof of loss, if there’s no formal appraisal
Within 15 days after an appraisal is completed, if one is needed to settle a disagreement
And if the insurer decides not to pay the claim at all, they’re required to explain their decision in writing and do so without unnecessary delay.
If your claim is denied or if your insurance company refuses to pay all or part of the claim, the IBC says to:
Ask your insurer for a written explanation
Ask to speak with the claim supervisor
Follow your insurance company’s complaint process
Escalate to the Insurance General OmbudService (GIO)
Contact your provincial insurance regulator
BrokerLink advisors have been helping our customers complete proof of loss forms for over 30 years. If you’re dealing with an insurance claim, we’ll explain what’s required, help you prepare the form and answer questions you may have.
You can reach us by phone, email or in person at any one of our locations throughout Canada. No matter how you choose to get in touch, a BrokerLink insurance advisor will be happy to assist you.
