You have the report. Now you need to use it properly.
For most people, this is the point where the stress shifts. The leak has been found, or at least investigated, but the next step is unclear. Do you send the report on its own? Do you need photos as well? What if the insurer, factor, or landlord comes back and says it is not enough?
This guide is here to make that part simpler.
It explains what a leak detection report is for, what a useful report should contain, what to send alongside it, how to submit it clearly, and what to do if the next party asks for more information.
A report is often one of the most important documents in the process. It is not always the only one.
A leak detection report is there to turn the findings into something another person can use.
That may be your insurer. It may be a loss adjuster. It may be a landlord, factor, property manager, neighbour, or contractor carrying out the next stage of work.
The point of the report is not just to say that a leak exists. It is to show, in a structured way:
A clear report reduces guesswork, reduces repeated explanations, and makes handover easier. It helps the next party understand the difference between the source of the leak and the damage the leak has caused.
What it does not do is make the claim decision for them. It provides evidence and clarity. The insurer still follows its own process, and your policy wording still matters.
If a report does not clearly show those things, the next reviewer may still have questions.
This is one of the reasons structured reporting matters. A vague report may confirm that there was a problem. A clear report explains what the problem actually was.
If you want to compare this against a real example, see our Sample Reports & Documentation guide.
A report often works best when it is sent together with the other documents that explain the wider situation.
Where possible, send the report and supporting documents together rather than drip-feeding them one by one.
The goal is not to write a long statement. It is simply to make the file easy to follow for the next person reviewing it.
Attached are our leak detection report, photos of the visible damage, and the repair invoice where applicable. The leak was investigated on [date]. Please add these to claim reference [reference].
The report explains the findings. These documents explain the wider context around them.
Delays do not always mean refusal.
In many cases, a decision pauses simply because the file is still incomplete or something is unclear.
A delay often means “we still need one more piece of the picture”, not necessarily “this is being rejected”.
The report is often a key piece of evidence. It is not the whole process.
Often, it means one of three things:
For example:
Can you confirm whether you need clearer evidence of source, confirmation of repair, additional photographs, or another document outside the report?
That question helps separate missing evidence from a policy or liability decision.
The visible damage may be in one flat, while the source is in another.
In these cases, the report can be useful because it helps establish where the source appears to sit before the next discussion even begins.
A landlord may need the report not only for an insurer, but also as part of the record showing the issue was investigated properly and that action was taken once the problem became clear.
That can be useful for tenant communication, contractor handover, and general file management.
A factor may need documented findings before authorising works or deciding whether the issue appears to sit in a private area or a shared part of the building.
A clear report can help move the issue from suspicion to evidence.
In commercial settings, the report may form part of a wider file involving a facilities team, property manager, tenant, landlord, loss adjuster, or metered water account.
In those cases, the report often needs to support a more formal handover process, not just a simple claim conversation.
Make it easy for the report to be matched to the right case or person.
If the findings are unclear to you, they may also be unclear to someone else reading them cold.
Make sure any photos referred to in the report are present and readable.
That may include damage photos, invoices, letters, emails, or notices connected to the issue.
Sometimes the missing piece is not technical at all. It may simply be a form, a claim reference, or a request to send the file to a specific address or handler.
If you need to understand the wider process around the report, this is one of the next most useful pages.
Open guideUse this when the report sits inside a tenement, rental, or factor-managed responsibility question.
Open guideUse this when you want to compare the report against a clearer documentation structure.
Open guideUse the insurer-facing service page if investigation evidence is still needed before the claim can move forward.
Open guideIf you do not yet have a report, or if you have been asked for investigation evidence before the matter can move forward, that is usually the point to speak to a specialist.
If you need a survey, we can explain what the investigation includes, what reporting is usually provided afterwards, and what kind of documentation is commonly useful when insurance is involved.