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If tools have been stolen from a job site, get people to safety, contact local police, notify the insurer promptly, and make a detailed list of what is missing. Do not confront a suspected thief or disturb the scene. Keep the police reference number and preserve receipts, photos, serial numbers, video, and tracking information; reporting procedures and insurance deadlines depend on your location and policy.
What to do first
Protect people and leave the scene undisturbed
If the theft is happening now, a suspected thief is still present, or anyone may be in danger, call your local emergency number. If the immediate danger has passed, use the local police non-emergency reporting channel. The right number and reporting route depend on where the site is; do not rely on contact details or procedures from another city or country. Do not approach or confront anyone, even if you think you know who took the tools. Victoria Police puts it plainly: “Do not confront the thief. Your safety is more important than your possessions.” (Victoria Police: Secure your tools.)
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Avoid touching items or surfaces that may be evidence. Victoria Police advises people not to touch anything after a theft. If it is safe and appropriate, photograph visible damage or the scene from a distance, then follow police instructions. Do not clean up, move items, or try to make a more complete record by handling things that could have been disturbed during the theft. If a damaged lock or door needs attention for safety or security, ask police what to document first and keep records of any repair.
Do not attempt to retrieve tools yourself, including by going to a location shown by a tracker or responding to an online listing. Tracking information or a listing may be useful evidence, but it does not make it safe to confront someone or recover property without police.
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Make a prompt police report
Tell police where and approximately when the theft occurred, what is missing, and any identifying details you have. Include the last known time the tools were at the site if you know it, and mention visible damage or other relevant information without disturbing the scene. Ask for the case, report, or file reference and keep it somewhere accessible. You may need that reference when you provide more details later or speak with the insurer.
The emergency number, reporting channel, and information police can collect differ by jurisdiction; use the local police service rather than relying on another region’s process. Guidance from Calgary Police and New Zealand Police likewise emphasizes reporting and useful identifying information. You do not need to wait until you have found every receipt, serial number, or photograph before making the initial report. Report what you know, then send additional identifiers to police using the case reference.
Notify the insurer or broker
Contact the insurer or broker as soon as practical and ask which policy might apply, what notice and proof-of-loss deadlines govern, and what documents to provide. ACT Policing recommends contacting an insurer within 24 hours, but that is local guidance—not a universal deadline. Confirm the actual deadline with your insurer and policy documents (ACT Policing: Secure your tools).
Do not assume that a policy covers every item simply because the theft happened at work. The missing tools may belong to a business, employee, or subcontractor, and coverage can depend on the policy wording, ownership, storage location, and circumstances of the loss. Ask who is insured for each category of property and whether the particular job site or storage arrangement is covered. A police report is useful documentation, but it does not itself confirm coverage or payment.
Build an inventory of missing tools
Create one list and update it as new details turn up. For each item, include the best information available:
- Tool description, quantity, make, and model
- Serial number and distinguishing marks, labels, or modifications
- Photographs, receipts, and other ownership records
- Approximate value, if known
- Where and when the item was last known to be at the site
- Owner: for example, the company, an employee, or a subcontractor
Make the descriptions specific enough to distinguish one item from another. If you do not have a serial number or exact model, record what you can identify rather than guessing. Note any unique marks or modifications, and keep quantity and ownership clear. Separate items by owner if several people or companies are affected; this makes it easier to explain what belongs to whom when police or an insurer asks.
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Do not delay the initial police report while searching for every receipt or serial number. Give the information you have, then send additional identifiers to police using the case reference. Calgary Police notes that insurers may request proof of ownership, photographs, receipts, or replacement-value information, and recommends serial numbers and other unique identifiers (Calgary Police). Approximate values can help organize the list, but do not treat them as a promise of reimbursement or a claim settlement amount.
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Make ownership clear when tools belong to employees or subcontractors. Ask the insurer or responsible employer which policy, if any, may cover those items. Whether a particular worker’s or business’s tools are covered depends on the policy wording and the circumstances; a police report by itself does not establish insurance coverage.
What to ask when you make an insurance claim
Keep the conversation specific. Ask the insurer or broker:
- Which policy could respond, and who is insured for the missing property?
- Does the policy cover tools stolen from this type of job site or storage location?
- What are the deadlines for initial notice and proof of loss?
- Which documents are required—such as the police reference, inventory, receipts, photographs, serial numbers, replacement estimates, or evidence of forced entry?
- Should damaged locks, doors, or storage be repaired immediately, and what evidence should be documented first?
Also ask whether the insurer wants any particular form or format for the inventory and how to submit later-found information. If a worker owns some of the missing property, ask who should make the claim and which policy is being considered, rather than assuming the business policy or the worker’s own policy applies. The answer depends on the actual policy and loss facts.
Keep copies of the police reference, inventory, photos, receipts, insurer correspondence, and claim number. Keep records of what you submitted and when, along with any instructions received. Do not assume the claim will pay a particular amount or replace tools at the price of new ones: payment and valuation depend on the policy and the insurer’s assessment. Calgary Police lists ownership proof, photographs, receipts, and replacement-value information among the material an insurer may request (Calgary Police).
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Preserve video and tracking information
Ask the site manager or whoever controls the camera system to preserve relevant footage promptly; recording systems may overwrite older video. Identify the cameras that may have covered the site or access points and ask that the relevant period be retained. Keep the original files when possible, and note who exported them and when. Do not edit or discard the original. Share relevant footage with police rather than posting it publicly or using it to confront a suspect.
If a tool or storage system has tracking data, preserve the available records and provide them to police. Calgary Police specifically asks people reporting theft to preserve and supply serial numbers, CCTV, and tracking information when available (Calgary Police). Include when the information was recorded or retrieved if you know, and keep a copy of what you supplied. Do not rely on a location reading as proof that a tool is there now or as permission to retrieve it yourself.
Milwaukee Tool says its One-Key features include tracking and security capabilities for compatible tools, and recommends keeping compatible tools inventoried, enabling tracking, and promptly reporting theft (Milwaukee One-Key support). Those features apply only to compatible tools and do not guarantee that a tool can be located or recovered. If the stolen tool or system is not compatible, do not assume it has tracking data available. Treat any location information as evidence for police, not a reason to go to the location yourself.
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Before buying replacements
First confirm what is missing, check the insurer’s process, and ask whether documentation or an assessment is needed before replacement purchases. Replacing everything immediately may complicate the record of what was lost or what replacement costs are being claimed, so check the insurer’s instructions before making purchases when practical. If a tool is urgently needed for work, ask what records to retain and whether an estimate or receipt will be required; the insurer’s answer and policy terms control.
The right replacements depend on your trade, the stolen models, compatibility with the tools you already use, required capability, budget, and confirmed insurance terms. Compare those factors rather than choosing based only on the name of the stolen item. No specific replacement models, prices, or policies can be recommended without knowing what was stolen, where the loss occurred, or what coverage applies.
Make new tools easier to identify
As replacement tools arrive, photograph each one, record its make, model, and serial number, and retain the receipt. Store a copy of the inventory somewhere other than the work vehicle or phone that might also be stolen. If several people own or use the tools, keep ownership clear in the records so that an item can be matched to the right person or business later. Victoria Police recommends recording serial and model numbers and photographing tools (Victoria Police: Secure your tools).
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ACT Policing also recommends marking tools for identification. It notes that oil-based UV ink can suit shiny tool casings and is waterproof, heatproof, and long-lasting (ACT Policing: Secure your tools). This is one optional identification measure to consider for replacement tools; marking is not a tracking system and is not a way to recover tools already taken.
Review site security with the site manager
Coordinate changes with the site owner or manager, especially where shared access, leases, or site rules apply. Victoria Police lists securing buildings and containers, CCTV, alarms, lighting, and guards as possible site-security measures (Victoria Police: Secure your tools). These are options, not a one-size-fits-all package. Consider the site’s actual vulnerabilities, who will operate and maintain a measure, installation and operating costs, and what the site permits. A camera, alarm, light, or guard should be considered in the context of the site and its arrangements rather than assumed to prevent every theft.
For storage, review whether buildings and containers are secured and agree with the site manager about who is responsible for any changes. If workers share a site or container, clarify access and responsibility rather than making unilateral changes that conflict with site rules. Choose measures based on the specific risk and the resources available; the research supports these categories of measures but does not establish a particular product, price, or guarantee of prevention.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Keep the response organized
- Address immediate danger; do not confront anyone or disturb potential evidence.
- Report the theft through the appropriate local police channel and save the case reference.
- Notify the insurer or broker, confirm the applicable policy and deadlines, and follow its claim instructions.
- Compile the tool inventory and preserve ownership records, photos, video, and tracking data.
- Send new identifying details to police and the insurer using their reference or claim number.
- Before replacing tools or changing site security, coordinate with the insurer and site manager as appropriate.
Keep the information in one organized record so you can answer follow-up questions consistently. Record when you contacted police and the insurer, who gave instructions, and what evidence or documents you sent. Local police processes and policy requirements vary, so use the contacts and directions for your location rather than treating any one jurisdiction’s advice as universal.
Frequently Asked Questions
Should I call the police or the insurance company first after tools are stolen?
If someone is in immediate danger or the theft is happening now, call your local emergency number. Otherwise report the theft through the local non-emergency police channel and get the case reference, then contact the insurer or broker promptly. Confirm the insurer’s own notice deadline; local guidance such as ACT Policing’s 24-hour recommendation is not universal.
What information do I need for a stolen tool claim?
Prepare an inventory with descriptions, quantities, makes and models, serial numbers or distinguishing marks, photos, receipts or other ownership records, approximate values, and where and when each item was last at the site. Insurers may also ask for the police reference, replacement-value information, CCTV, tracking data, or evidence of forced entry. Ask your insurer which documents it specifically requires.
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What if I do not have the serial numbers or receipts?
Make the initial report and inventory with the information you do have; do not delay reporting while looking for every record. Add details such as photographs, model information, distinguishing marks, or other ownership records when available, and provide new identifiers to police using the case reference. Ask the insurer what alternative documentation it will accept.
Will insurance cover tools stolen from a job site?
There is no universal coverage rule. Ask the insurer which policy could respond, who is insured for the property, whether the type of site or storage location is covered, and what deadlines and proof are required. Coverage depends on the policy wording and circumstances, including who owned the tools.
Should I go to the location shown by a tool tracker or online listing?
No. Do not confront anyone or try to recover property yourself based on a tracker or listing. Preserve the location information or listing details and provide them to police; a location reading does not guarantee the tool can be recovered or make an in-person approach safe.
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How quickly should I save CCTV footage?
As soon as practical, because camera systems may overwrite older video. Ask the site manager or system operator to preserve relevant footage, keep the original files when possible, and note who exported them and when. Provide relevant material to police.
Can I replace the stolen tools before the claim is settled?
Check with the insurer first when practical. Ask whether it needs an assessment, estimate, or other documentation before purchase and what records to keep if a replacement is urgent. Replacements should be chosen based on the stolen models, compatibility, required capability, budget, and confirmed insurance terms.
The Bottom Line
Prioritize safety, report the theft through local police, and keep the case reference. Notify the insurer promptly, but confirm the actual policy and deadlines rather than assuming coverage. Build an itemized inventory, preserve receipts, photos, CCTV, and tracking information, and let police handle follow-up on any suspected location. Coordinate replacements and future site-security measures with the insurer and site manager.
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