Recoverable Depreciation Tracking Checklist for Public Adjuster Firms

When a claim record includes an actual cash value payment and a potential recoverable-depreciation amount, put the figures, date, source document, and person responsible in the same working file. Avoid leaving the key numbers in a carrier estimate, a separate spreadsheet, or an email thread that the rest of the team cannot see.

Label what is confirmed, what is pending, and what still needs review. The carrier documentation and the firm’s approved process control the record; a workflow tool can make dates, documents, and questions easier to see, but it does not determine eligibility, scope, or payment.

Use the date stated in the applicable claim material as the working deadline, then assign an owner and create advance reminders. Record the document or communication that supports the date instead of relying on a remembered deadline. If the date, condition, or extension is unclear, create a follow-up question rather than filling in an assumption.

Link the next requirement to a task: a contractor invoice, completion evidence, updated estimate, client document, carrier question, or internal review. A named owner and due date turn a number on an estimate into visible work for the firm.

A recurring review should surface files with an approaching date, incomplete documentation, unanswered carrier communication, or no recent client update. Keep each follow-up factual: what was received, what is missing, who was contacted, and what comes next.

This checklist supports file organization only. Firms should use their own approved process and obtain qualified guidance for any claim, coverage, contractual, legal, compliance, licensing, or deadline interpretation question.