Proof of loss preparation checklist for property claim teams
Use this checklist before proof-of-loss preparation to confirm you have policy context, damage evidence, financial support, communications history, and payee information organized.
For public adjusters, independent adjusters, and restoration or roofing claim teams.
Before you start proof-of-loss work
Confirm the claim file answers these basics before drafting or submitting proof-of-loss materials.
- Claim intake timeline with key dates (loss date, notice, inspections, carrier contacts).
- Named insured, property address, and claim number or reference used consistently.
- Assigned adjuster or team owner and current claim phase documented internally.
- List of open client-visible requests vs internal-only follow-ups.
Policy and claim documents
- Declarations page and policy period confirmed.
- Relevant endorsements, schedules, and deductibles identified.
- Prior claims or prior loss documentation if applicable.
- Carrier correspondence that affects scope, payment, or timing.
Photos, damage evidence, and scope support
- Date-stamped photos or video by area of loss.
- Measurements, diagrams, or mitigation invoices where relevant.
- Contents inventory or personal property list if applicable.
- Expert or contractor reports that support scope or causation.
Estimates, invoices, receipts, and pricing
- Carrier estimate or payment documentation when available.
- Contractor or adjuster estimate PDFs with line-item support.
- Paid invoices, receipts, and supplemental scope documentation.
- Mortgagee or loss payee information when checks or joint payments apply.
Communications and claim timeline
- Logged client updates and what the client was told to expect.
- Document request history and outstanding client-visible items.
- SMS/email consent status if claim-related texts are used.
- Voicemail or inspection scheduling notes tied to the claim timeline.
Common missing items
- Endorsements that change limits, deductibles, or definitions.
- Pre-loss photos or maintenance records when condition is disputed.
- Mortgagee or lienholder details for payment routing.
- Proof that requested documents were sent vs merely requested.
Copyable templates
Customize placeholders before sending. These blocks do not submit data to XactaClaim.
Copyable proof-of-loss prep checklist
Proof of loss preparation — claim file review Policy & claim documents [ ] Declarations page and policy period verified [ ] Endorsements and schedules reviewed for this loss [ ] Carrier correspondence organized on timeline Damage evidence [ ] Photos/video by area with dates noted [ ] Measurements, diagrams, or mitigation docs attached [ ] Contents or personal property list (if applicable) Financial support [ ] Carrier estimate or payment documentation [ ] Contractor/adjuster estimate PDFs with scope support [ ] Invoices, receipts, supplements as applicable [ ] Mortgagee/loss payee info (if relevant) Communications & timeline [ ] Client updates and next steps documented [ ] Outstanding client-visible requests tracked [ ] SMS/email consent recorded (if texting clients) [ ] Internal review notes separated from client-facing messages Before submit: adjuster verifies jurisdiction-specific requirements and source documents.
Not legal or coverage advice
XactaClaim provides organization, automation, document review, and AI-assisted analysis tools. It does not provide legal advice, insurance coverage determinations, claim payment guarantees, or professional adjusting services. Outputs should be reviewed by qualified professionals.
Proof-of-loss requirements vary by policy, carrier, and jurisdiction. This checklist is a workflow aid — the adjuster remains responsible for professional review and filing requirements.
Frequently asked questions
Organize proof-of-loss prep in one claim file
Upload documents, track client requests, and review policy and estimate context in XactaClaim before you finalize proof-of-loss materials.