What is in this guide
Keep one list of your belongings and give each item a reference that also appears in its photo filenames. Start with one room, attach the records you already have, and keep a copy away from home that you can open without relying on the original phone.
Moneysmart recommends recording details such as serial numbers, receipts, warranties, photos, condition and purchase dates. The checklist below turns those details into a filing method. You can use a spreadsheet, a document or paper with a matching photo folder.
1. Set up the list before taking more photos
- [ ] Create a main folder called Home inventory.
- [ ] Put your list inside it, alongside a Photos folder and a Purchase records folder.
- [ ] Add a date checked field to the list.
- [ ] Choose a simple item reference, such as ITEM-001, and use it consistently.
Keep the item reference separate from the room name. If a desk moves from the bedroom to the study, change its location field without renaming every attachment.
For each item, copy these fields into your list:
| Field | What to enter |
|---|---|
| Item reference | A unique reference you assign |
| Location | Room, cupboard or storage area |
| Description | Item name, colour and distinguishing features |
| Quantity | Number of items represented by this entry |
| Brand and model | Details visible on the item or its records |
| Serial number | Exact number where available |
| Purchase details | Date, seller and amount paid, if known |
| Condition | Brief description of its current state |
| Photos | Matching filenames or links within your folder |
| Supporting records | Receipt, order confirmation or warranty filename |
| Date checked | When you last checked this entry |
| Follow-up | Missing information to look for later |
This is a suggested household template, not an insurer’s required form. Leave fields blank or write “unknown” when you cannot confirm them.
2. Finish one item before moving around the house
Choose something easy to identify, such as a chair or a small appliance. Make its list entry, take its pictures and attach any records before starting another item. That gives you a complete example to copy.
If you have little time, NRMA suggests starting with major items and working through the home in smaller sections. Include stored belongings as you progress.
- [ ] Main living areas and bedrooms.
- [ ] Kitchen cupboards and laundry storage.
- [ ] Hall cupboards and spare-room shelves.
- [ ] Garage, shed and accessible storage boxes.
- [ ] Belongings stored elsewhere, with their location recorded.
If this is part of a move, keep the list alongside your moving notes. The costs to include when moving house belong in your moving budget, separate from the record of what you own.
3. Take pictures that match the entry
Use this suggested photo sequence for items needing an individual record:
- [ ] A view showing the whole item.
- [ ] A closer view of identifying features.
- [ ] A label photo showing model and serial details, where accessible.
- [ ] A separate receipt or purchase-record image, if available.
Open the pictures before moving on. Enlarge the label image and check that you can read it. If reaching a label means moving heavy furniture or dismantling an appliance, leave that field for later.
Try filenames such as ITEM-001-whole.jpg, ITEM-001-label.jpg and ITEM-001-receipt.jpg. These are examples of file organisation, not real household records. Put the exact filenames in the entry so someone else can follow the connection.
Keep private paperwork out of the background. You are photographing the belonging, not everything lying beside it.
4. Group ordinary items without losing track
NRMA suggests grouping ordinary clothing and crockery rather than documenting every piece separately. For your list, describe the group and count what is actually there. Give an item its own entry when you want to retain its individual details.
Avoid counting it twice. If a camera has its own entry, do not also include it in a vague “study contents” entry. Use room photographs as an overview, with the list explaining what each entry represents.
5. Attach what you have and mark what is missing
Add existing receipts and purchase emails to the matching record. If an item was a gift or bought secondhand, record that instead of inventing an original purchase price. Keep the amount actually paid separate from any later estimate.
Use the follow-up field for tasks such as “find order email” or “check model”. You can finish the room while leaving those gaps visible. For the wider filing task, the family paperwork system covers organising household documents beyond this inventory.
6. Check that the backup is usable
NRMA advises keeping a paper copy away from home and knowing how to access or export digital records. For your own setup, try this retrieval check:
- [ ] Copy the list, photographs and supporting records together to your chosen backup location.
- [ ] Open that copy and select one entry.
- [ ] Find its whole-item photo, identifying details and any attached receipt.
- [ ] Check access from another device if you intend to rely on online storage.
Keep access private. Share it only with someone who needs the records, and avoid public photo albums or open sharing links.
7. Update the record when belongings change
Choose a recurring reminder that suits your household. Add new purchases when filing their receipts; update locations after moving things; mark items sold, donated or discarded so the current list stays clear.
If you are selling secondhand kids gear, mark the item as sold when it leaves. Keep that old entry outside the current inventory if you want a history.
How we checked this: Reviewed Australian Moneysmart and NRMA household inventory guidance on 23 September 2026. The filing method is editorial guidance; no app or insurance claim process was tested.
Next step: Complete one item entry, then find its photographs from your backup copy.
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