Public adjuster claim file receiving review worksheet
Prepared by Claim Mosaic. Updated October 19, 2026.
Use this worksheet when another team member takes responsibility for a claim, covers an absence or reviews a file that has been quiet. The receiving person should try to answer the questions from the file before the sender explains it. Each unanswered question becomes a specific correction with an owner.
This is a workflow aid for public adjusting firms. It does not establish coverage, calculate legal deadlines or replace professional review. Keep completed worksheets inside the firm's authorized claim system. Do not submit policyholder information through a public website or paste it into a public AI service.
Identify the review
| Field | Entry |
|---|---|
| Internal file reference | ________ |
| Person transferring responsibility | ________ |
| Person receiving responsibility | ________ |
| Review date and local time zone | ________ |
| Reason for review | ________ |
| Person responsible for unresolved questions | ________ |
Describe the current position
Write one or two sentences explaining the issue holding up the next step. Distinguish a documented statement from an assumption or an unresolved question.
Current issue:
Latest meaningful activity and source:
Information still needing verification:
Check the record
Mark each row Found, Missing, Not applicable or Needs review. Add the location within the claim file. A folder name alone may not identify a particular version.
| Item to locate | Result | File location or source | Correction owner |
|---|---|---|---|
| Current authority and any relevant amendment | ________ | ________ | ________ |
| Policy materials and record of outstanding requests | ________ | ________ | ________ |
| Inspection media organized by location and capture context | ________ | ________ | ________ |
| Current working estimate or report | ________ | ________ | ________ |
| Exact version most recently submitted | ________ | ________ | ________ |
| Submission recipient, date and available delivery evidence | ________ | ________ | ________ |
| Latest substantive carrier correspondence | ________ | ________ | ________ |
| Latest substantive client update | ________ | ________ | ________ |
| Open information requests and who is expected to respond | ________ | ________ | ________ |
| Outstanding operational payment question, if relevant to the handoff | ________ | ________ | ________ |
Sending, receipt and acceptance are different events. Record the event that the evidence supports. Do not mark a request fulfilled merely because somebody drafted a response.
Assign the next work
| Next action | One responsible owner | Internal follow-up date | Evidence of completion | Backup or escalation contact |
|---|---|---|---|---|
| ________ | ________ | ________ | ________ | ________ |
| ________ | ________ | ________ | ________ | ________ |
| ________ | ________ | ________ | ________ | ________ |
Use an action someone can carry out. For example, identify the requested photographs, transmit the selected set and save the submission record. Give a later check for acknowledgment its own owner if another person will handle it.
Explain important dates
Keep internal reminders separate from appointments, client commitments and dates requiring professional verification.
| Date | Type | Source and location | Checked by and when | Unresolved question |
|---|---|---|---|---|
| ________ | ________ | ________ | ________ | ________ |
| ________ | ________ | ________ | ________ | ________ |
When the source is missing, assign a verification task. This worksheet provides no deadline formula. The appropriate professional must review the applicable source and circumstances.
Preserve the client commitment
Last substantive update and channel:
What the client was told:
Next promised contact and owner:
Question requiring professional review before the next update:
Avoid converting an expectation of a future update into a promise of payment, coverage or settlement timing.
Have the receiver explain the next step
Before accepting the transfer, the receiving person should identify the current issue, the last version submitted and the next assigned action. They should also identify the next client commitment and any date whose source still needs review.
| Question the record could not answer | Correction | Owner | Follow-up date | Verified complete by |
|---|---|---|---|---|
| ________ | ________ | ________ | ________ | ________ |
| ________ | ________ | ________ | ________ | ________ |
Receiving result: Ready to act / Ready with specified questions / Return for correction.
Some matters need discussion about strategy. Record the decision through the firm's normal process. Routine uncertainty about whether a document was sent or who owns a task should be corrected in the file.
Use it in your existing workflow
Try the worksheet with a fictional training file first. Then use it within the firm's authorized claim process. Keep a single current record rather than maintaining competing copies in a spreadsheet, email and chat.
Claim Mosaic provides claims management software for public adjusters. See the current product features and task documentation. Use the documentation navigation to find the current tasks workflow. Check plan availability before choosing a workflow for your firm.
Source notes
This original worksheet turns the operational questions in Claim Mosaic's claim handoff article into a receiving review. The claim-file documentation article provides further context. The worksheet adds no retention rule, legal deadline or industry benchmark. It has not been validated as a compliance standard.