Best Practices

Unfortunately, scams are common after disasters—when people are stressed, urgent decisions are being made, and unfamiliar services may be needed. 

Knowing what to watch for can help you avoid fraud and stay focused on your recovery. These best practices can help you work only with trustworthy individuals and organizations, so you don’t risk losing time, money, or critical assistance.

Best Practices

• Verify Credentials: Before hiring a contractor or accepting help, check licenses, insurance, and references. Use official directories or your local government’s website to confirm legitimacy.

• Be Cautious: Be wary of anyone who shows up without being asked, especially if they pressure you to act quickly, offer a “limited-time deal,” or ask for cash up front.

• Get Things in Writing: Never rely on verbal agreements. Always use a written contract that outlines the scope of work, cost, timeline, and payment terms.

• Don’t Pay Everything up Front: A small deposit may be reasonable, but reputable contractors will not ask for full payment before work begins. Pay in phases as work is completed.

• Watch for Fake Government Workers or Inspectors: Ask to see identification from anyone claiming to be from FEMA, your local recovery program, or utility companies. You can always call the agency to confirm.

• Limit Sharing Personal Information: Only provide Social Security numbers, bank details, or insurance information to trusted, verified sources. If in doubt, wait and ask someone you trust for a second opinion.

• Take Your Time: Scammers often create a false sense of urgency to push you into quick decisions. Take your time, ask questions, and compare options before agreeing to anything.

• Use Trusted Sources: If you’re looking for contractors, aid programs, or legal help, ask your local disaster recovery center, housing counselor, or case manager for referrals.

• Report Suspected Fraud: If something doesn’t feel right, trust your instincts. You can report suspected fraud to FEMA, your state attorney general, or the local Better Business Bureau.

Many assistance programs require proof of how you've spent money on repairs, temporary housing, or replacing essential items. Accurate records can help you avoid delays and help make sure you don't duplicate benefits or miss reimbursement opportunities.

Best Practices 

• Start a Recovery Folder: Keep all receipts, invoices, insurance documents, and correspondence in a physical or digital recovery folder.   

• Log Expenses Daily: Write down every disaster-related cost—even small ones like gas, food, or supplies.

• Separate Personal and Recovery Costs: If possible, use a separate credit or debit card to keep recovery-related purchases organized.

• Save Receipts and Invoices: Keep copies of everything—especially for repairs, contractor payments, hotel stays, or supply purchases. Take photos of receipts in case paper copies are lost, and back up digital files in the cloud or on a USB drive.

• Record Insurance and Assistance Payments: Note when you receive funds, how much, and what they were used for.

• Update Your Log Regularly: Add new expenses and payments weekly to avoid falling behind.

• Organize by Category: Group expenses to make it easier for case managers or grant reviewers.

• Make Copies of Records: Some programs may require copies of your records, so having everything in one place will save time and stress.

Carefully documenting damage is essential. It helps tell the full story of what happened and provides proof for insurance claims, grant applications, and other assistance. The more organized and detailed your documentation is, the smoother your recovery process will be.

Best Practices

• Take Time-Stamped Photos and Videos: Use a phone or camera with the correct date and time settings. Start with wide shots of each area, then take close-ups of specific damage.

• Capture Everything: Include damage to your home, belongings, vehicles, and surrounding property. Don’t clean up or make repairs until you’ve taken photos.

• Show Context: Take pictures from multiple angles and include nearby undamaged areas for comparison. A short video tour of your home or property—narrated with dates and descriptions—can help paint a clear picture of the damage in one file.

• Create a Damage Log: A damage log helps you keep track of what was affected, what actions you’ve taken, and what support you may need. Use a notebook, spreadsheet, or notes app.

In your log, include:

• Date the damage was discovered

• Location (room or area)

• Item or structure damaged (e.g., roof, sofa, kitchen wall)

• Type and extent of damage (e.g., “3 feet of floodwater,” “shattered window,” “collapsed ceiling”)

• Estimated value (if known or needed for insurance)

• Photos taken (file names or descriptions)

• Any temporary repairs made (with receipts and dates)

• Any assistance requested or received
  
  

• Continue to Document: Take “before and after” photos of any repairs, replacements, or ongoing issues like mold. Add new damage, progress on repairs, and any communications with insurance or assistance programs.

• Organize and Label: Organize photos and notes by room or type of damage. Clearly label everything with dates and descriptions. 

• Save Copies: Back everything up in cloud storage, email, or a USB drive.

Many households work with contractors, neighbors, or volunteers to clean up, make repairs, or start rebuilding. These partnerships can make a big difference—but it’s also important to keep good records and stay organized. 

Many assistance programs may ask for proof of the work that was done and how money was spent. Following these best practices can help ensure you have what you need to qualify for ongoing support.

Best Practices

• Get Written Estimates: Ask for at least two to three written estimates for any major repairs. Make sure they include clear details about labor, materials, and timelines.

• Use Signed Contracts: Before work starts, have a signed contract that outlines what will be done, the total cost, payment schedule, and project timeline.

• Work with Licensed Professionals: When possible, choose contractors who are licensed, insured, and reputable. This helps ensure the work meets program standards and can be verified if needed.

• Track Payments and Progress: Pay in phases as work is completed, and keep a record of each payment. Save all receipts, invoices, and related documents. Keep a log of what work was done, when it happened, and who completed it.

• Record Volunteer and Neighbor Help: If friends or volunteers pitch in, make a note of who helped, what they did, and when. Take photos before and after the work.

• Stay Organized: Assistance programs may ask for evidence of damage, repairs, and spending. Keep everything—photos, logs, receipts, and contracts—in one place for easy access.

• Set Clear and Safe Expectations: Talk through expectations with anyone helping you, and avoid asking volunteers to take on high-risk tasks like electrical or structural work.

• Share Information Carefully: Only provide personal or financial details to trusted, verified sources like official programs or licensed professionals.