Diary documentation of each claim you handle as an adjuster has always been important. 

But recently it has become the number one topic out in the field, and the priority.

The reason is because of the compliance requirements for each state and the fines that the carriers receive if those compliance requirements are not met.

Each claim files diary must state the following:

1. That you (the adjuster) explained the policy and the policy conditions/provisions fully to the insured to include the deductible.

2. That the adjuster fully explained the scope of damages found and the repairs that will be estimated.

3. If there is a denial involved, either a full denial, a partial denial or if the loss was below the insured's deductible: the adjuster must explain the reason for the denial, and inform the insured that they will receive a formal denial letter in the mail, spelling out the denial reasons. NOTE: You the adjuster will fill out a form requesting the denial letter, however the formal letter will be composed and sent out by the carrier.

4. Once the file has been approved (if applicable) the adjuster must explain the estimate to the insured and explain the time frame for the settlement check.Most carriers now do not issue checks to the adjuster to write in the field. Most have a check request form for the settlement amount that the adjuster fills out, and then the check is issued and sent out by the carrier.

If the adjuster wrote the estimate on site for a Face to Face settlement, again the estimate must be fully explained, and a copy of the estimate left with the insured, and the adjuster must explain to the insured that they will receive the check separately in appx 7-10 business days.

All of these listed above must be stated in the diary when you close the file. If they are not, there is a good chance the adjuster will get that file back to put those statements in there.

It's a little more work and time for the adjuster, but remember the carriers are paying you, the independent adjuster for this file, and they pay well.