A Public Adjuster Retainer Tracking Workflow

Prepare the retainer from a reviewed intake or claim record, not from a detached email draft. Confirm the prospect's preferred contact details, property address, and the firm-approved template before sending.

Keep the sender, send date, agreement version, and delivery status connected to the related file. That gives the firm a factual view of what has been sent and what still needs follow-up.

Sending an agreement is the beginning of a follow-up process, not the end of one. Assign a responsible person, choose a deliberate next review date, and record factual outcomes from client conversations.

Avoid duplicate sends and unclear status labels. A shared queue should distinguish an agreement that is pending, completed, needs correction, or requires a new conversation with the prospective client.

Once completed, retain the signed copy, completion date, and any related authorization material in the file. The team should be able to locate the current engagement record without searching through separate inboxes or download folders.

A workflow tool can help organize the process. Each firm remains responsible for its own agreement language, approval process, and any requirements that apply to its work.