Essential documents to keep ready

After a flood, fire or burglary, one of the hardest jobs is proving who you are and what you own. Insurance claims, replacement bank cards and medical care are all quicker if you can lay your hands on the right documents. A little organising now saves a lot of stress later.

Use our Home Preparedness Score to see how your documents compare with the rest of your preparations.

Which documents matter most

Identity

• Passports
• Driving licences
• Birth, marriage or civil partnership certificates
• Residence permits or visa documents, if relevant

Home and property

• Home insurance policy and the claims phone number
• Mortgage or tenancy agreement
• Deeds or proof of ownership
• Photos or a video of your home and valuable possessions, for insurance claims

Money

• Bank, building society and credit card details (account names and the phone numbers to call, not PINs or passwords)
• Pension and investment details
• Recent payslips or benefit letters

Health

• NHS number for each person
• A list of medical conditions, medicines and doses
• Repeat prescription details
• Allergy information
• Vaccination records for children and pets

Family and legal

• Wills and the name of the solicitor holding them
• Lasting powers of attorney
• Guardianship arrangements for children
• Pet microchip numbers and vet details

Vehicles

• Car insurance details
• Vehicle registration certificate (V5C)
• Breakdown cover phone number

If you have not made a will, GOV.UK explains how to make one. It is one of the most useful documents your family can have.

Keep originals safe at home

• Store originals together in one folder or box, so you can grab them quickly.
• A waterproof and fire-resistant document bag or box gives extra protection. Check the rating on the product: fire resistance is usually stated for a time and temperature.
• Keep the box somewhere you can reach quickly, but not on a ground floor that could flood.

Make copies

Copies help if the originals are lost or damaged:

• Paper copies: photocopy the key pages and keep them in a waterproof wallet in your 72-hour emergency bag.
• Off-site copies: give a sealed envelope of copies to a trusted relative or friend who lives elsewhere.
• Digital copies: scan or photograph documents and store them in an encrypted, password-protected location. Use strong, unique passwords and two-step verification.

Protect yourself from fraud

Identity documents are valuable to criminals. To stay safe:

• Never keep PINs, passwords or security answers with your documents.
• Do not store unencrypted scans in email or on shared computers.
• Shred old copies when you replace them.
• Be careful about who holds your off-site copies.

A one-page summary

It helps to make a single sheet that lists:

• what each document is
• where the original is kept
• where copies are kept
• the phone numbers you would need to replace or claim on it

Keep this sheet with your family emergency plan.

Check them once a year

• Check expiry dates on passports and driving licences
• Update insurance documents when policies renew
• Update medical lists when medicines change
• Replace old copies with new ones and shred the old ones
• Take new photos of your home and valuables

If you have to leave quickly

Your safety comes first. Never delay leaving to collect documents. If you have time, take your document folder or grab bag. If you do not, the copies held by a relative and your secure digital copies mean you can start replacing what you need.

Sources and further reading

• Making a will (GOV.UK)
• Be ready for emergencies (UK Government)