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How to write a report for the loss adjustor or insurance company

This post has been adapted from a presentation by Shirley Guthrie, Professional Claims Management, that was given at the Jena Dyco 2013 Specialised Restoration Conference on Friday 10th May, 2013.

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While there’s a high level of expertise in the restoration industry many restorers don’t understand the importance of a high-quality, well crafted insurance report.

When an insurance company or loss adjustor gets a report from a restorer there are certain things that they look for.

Adjustors recieve high volumes of reports every day, from liability, to business interruption, to restoration. If you want your report to be received well, there are a number of key things that need to be included.

Your reports need to be sound, robust and able to stand through critical review. Below are a few key points that all restorers should implement into their processes to help them write high-quality reports:

  • Headings, headings, headings. Adjustors love headings because they make it easier to refer to a specific point. This cuts out a lot of time if they need to contact a restorer to further clarify any points.
  • Stay objective. State the facts and draw logical conclusions from what the evidence is showing.
  • Don’t forget your reader. Your report must be tailored enough so that a lay person can read it, yet sophisticated and detailed enough for the insurance industry.
  • Follow the brief. If your principle wants you to provide a detailed causation report, then you need to invest a lot more time and research. If your principle wants you to provide a brief summary, then write a concise report to meet these requirements. If you are unclear about what is required, call the principle and ask for the requirements in writing.
  • Show information in piecemeal. Use a separate paragraph for each point or topic, building to your final details.
  • Precisely state your methods of investigation. Loss adjustors want to know exactly what equipment has been used in the investigation so that they can understand the cost and time of the investigation process.
  • Provide explanations. Restorers have different expertise to loss adjustors and insurance companies, so if you identify any further issues with the job, explain them in details so that there is less confusion between all of the parties, and less time spent going back and forth to clarify the issue.
  • Always use spell check. Basic grammar and spelling are key factors that will affect the overall presentation of your report, and in turn affect how an adjustor responds to your report and your professionalism.

Good reports require regularity and structure. If your reports follow the same organisation, structure and standardisation, it is much easier for an adjustor to skim through the report and easily glean the information they are need.

Click here to download an insurance report template

Do you have any tips for writing insurance reports? Scroll down and share them with us in the comments below.

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