A Better Retainer Workflow for Public Adjusters

A retainer should begin from a reviewed intake record, not from a separate email draft. Confirm the prospect's name, preferred email and phone number, property address, and the information the firm needs before sending.

Keep the agreement version, delivery date, and sender tied to the prospective claim. This gives the team one place to see whether the engagement is pending, signed, or still needs attention.

A sent retainer is not a completed task. Create a clear follow-up owner and date, then log the outcome of each client conversation without overstating the status.

Avoid relying on a single inbox to remember outstanding agreements. A visible queue helps the office distinguish unsigned retainers, completed retainers, and records that require a correction or a new send.

When an agreement is completed, keep the signed copy, completion status, and relevant authorization details inside the claim record. The team should be able to locate the current agreement without searching across email threads.

This workflow supports organization and internal follow-through. Firms remain responsible for using their own approved documents and for meeting all requirements that apply to their work.