Public Adjuster Claim File Checklist

A clean claim file begins before the first inspection. Record the client’s preferred contact information, property address, date and description of loss, carrier, policy number, claim number when available, and every person who may need updates.

Mark missing information instead of leaving uncertainty buried in notes. Anyone opening the file should see what is known, what remains unconfirmed, and who owns the next follow-up.

Keep the retainer version, delivery history, signature status, completion date, and related authorizations connected to the claim. A visible status is more useful than a PDF hidden in a general folder.

Attach photos, estimates, policies, correspondence, invoices, reports, and inventories to the correct claim. Use dates and descriptive categories rather than relying on file names from a phone or email.

A useful timeline records calls, emails, document deliveries, inspections, status changes, tasks, decisions, and deadlines. Each entry should identify when the event occurred and who recorded it.

Before closing or exporting the file, review open tasks, unanswered questions, upcoming deadlines, missing documents, and unresolved updates. Another qualified team member should understand the record without reconstructing it from memory.