Adjuster report templates
Interim & Supplemental Report Template & Example
Last updated 2026-08-03
An interim report answers one question: what is different since last time. Everything else in it exists to let the reader answer that without opening the previous report, which is why the format is mostly deltas with a thin layer of context around them.
The section adjusters skip is the one about what has not changed. It feels like padding and it is the opposite. A file where the estimate, the reserve and the coverage position are all unchanged for six weeks is either stable or stalled, and only the report can say which. 'Unchanged, and unchanged for the right reason' takes one line; a silent section leaves the reader to assume the second possibility.
Reserves belong in every interim report without exception, current and prior, with the arithmetic. The worked example below is report no. 2 on the same fictional water loss used across this library, written at the point where the building estimate has moved sharply and the contents exposure is about to. It leaves the duration of the leak undetermined, as the file does.
Jurisdiction
Written primarily against US first-party property practice. Claim handling is regulated state by state — acknowledgment and response deadlines, prompt-payment requirements, adjuster licensing and unfair claims practices standards all differ — and the policy actually issued governs the claim. Where a page cites a statute, model act or regulation, confirm what applies in the state where the loss occurred. Outside the US, treat the structure as transferable and the legal references as not.
Interim template
Free Word download, no email required. Or open it in Professional Drafter — it lands in your template library, ready to draft against.
When to use this document
- The file is open past the reporting interval on the assignment and no final report is due — the default state of most claims for most of their life.
- A development has occurred that changes a figure, a date or an expectation: an estimate revision, a reserve movement, an expert instruction, a payment, or a request that has gone unanswered long enough to matter.
- A supplemental estimate or a reopened item needs to be reported against a claim already reported on. Use this rather than reissuing the [captioned report](/adjuster-reports/captioned-report/), which restates everything and buries the change.
Worked example
Fictional scenario: interim report no. 2 on the Harbour Lane water loss, written after a reinspection found concealed saturation and the estimate nearly tripled. The duration of the leak is still undetermined and the contents exposure is unquantified, so the report closes without a settlement range.
Report identification and period covered
Interim report no. 2, claim PC-2026-11482, insured D. Okonjo, 118 Harbour Lane. Adjuster R. Calloway. Examiner C. Mendez.
Covering 23 July to 4 August 2026. Previous report: the captioned report of 22 July 2026, which is report no. 1 in the sequence. Next report due 4 September 2026, or earlier if the contents appraisal referred to at the third section arrives and changes the exposure materially.
Scheduled interim, not a supplemental.
Summary of changes since the last report
1. Estimate revised 29 July from $18,340 RCV / $17,890 ACV to $47,880 RCV / $44,740 ACV. Reinspection with the mitigation contractor found insulation saturated behind the kitchen cabinet run across 11 LF, concealed at first inspection.
2. Indemnity reserve increased 4 August from $19,000 to $50,000. Expense reserve increased from $2,500 to $6,000.
3. Insured advised on 25 July that the 14 cartons of stored books include an inherited collection he believes to be separately valuable, and has instructed his own appraiser. Contents exposure is therefore unquantified as at this report, having been carried at a nominal $1,400.
4. First payment issued 30 July: $15,390 on the dwelling, ACV basis on the pre-revision scope, less the deductible.
5. Subrogation referral acknowledged by the recovery unit on 24 July. Notice to Feldstrom Plumbing not yet confirmed as issued.
What has not changed
Coverage summary. Unchanged since the captioned report of 22 July. Policy HO-4471903, term 1 March 2026 to 1 March 2027, in force. Dwelling $310,000, other structures $31,000, UPP $155,000, ALE 12 months actual loss sustained, deductible $2,500 applied once. Last verified against the policy record 22 July.
Cause of loss. Unchanged. Failed braided stainless supply line, separated at the crimped fitting. Established at inspection on 18 July, not contested by anyone.
Duration of the release. Still undetermined, and unchanged for the same reasons: no sub-meter, quarterly municipal read with the next due in September, no alarm or occupancy log. Nothing in this period bore on it. This is the item most likely to matter and it has not moved.
Other structures. Detached garage, no intrusion. Verified at inspection 18 July, not revisited.
Additional living expense. None claimed. The dwelling remains habitable.
Representation. None. No public adjuster, no letter of representation, no assignment of benefits.
Unchanged pending a third party: confirmation that notice has issued to Feldstrom Plumbing. With the recovery unit since 20 July, acknowledged 24 July, no confirmation since.
Investigation activity in the period
24 Jul — Recovery unit acknowledged the subrogation referral. Retained components remain in the branch evidence locker, tagged PC-2026-11482/E1, custody with L. Ferris. No examination performed.
25 Jul — Telephone call from the insured, approximately 14 minutes. He advised that the stored cartons contain an inherited book collection and asked whether he could have it appraised. Confirmed he may obtain his own appraisal at his own cost and that we would review it on receipt. Confirmed in writing the same day.
29 Jul — Reinspection at the risk with T. Voss of Coastline Mitigation, 11:00 to 13:20. Moisture meter used on the cabinet run after the toe kicks were removed. Insulation behind 11 LF of lower cabinets found saturated; drywall behind it wet to 9 inches. Photographs 51-73. Estimate revision instructed the same day.
29 Jul — Also reinspected the two bedrooms and the garage, which were recorded as unaffected on 18 July, to confirm nothing further had emerged. Nil result. Photographed for completeness, images 74-79. Recorded because the nil result is the basis for not extending the scope further.
30 Jul — First payment processed.
2 Aug — Drying log received from Coastline Mitigation covering 14 to 23 July, and their invoice for $4,180. Reviewed against the scope and folded into the building estimate rather than carried separately.
Scope and estimate position
Current: $47,880 RCV, $44,740 ACV. Depreciation $3,140, recoverable on completion.
Prior: $18,340 RCV, $17,890 ACV, issued 22 July.
Movement of +$29,540 RCV, dated 29 July, arising entirely from the concealed saturation behind the kitchen cabinet run. The revision comprises detach and reset of the lower cabinet run, replacement of insulation and drywall behind it, the affected flooring transition, extended drying, and the associated paint break. The condition was not visible on 18 July because the toe kicks are sealed and the finished surfaces were dry to the touch.
Further movement expected. The building scope is now believed complete, but contents are unquantified pending the insured's appraisal, so the estimate as a whole is not stable. Pricing is on the carrier's July 2026 price list for the ZIP code. Scope and pricing remain separate layers; the scope sheet was reissued on 29 July and is in the file.
Reserve position
Indemnity. Current $50,000. Prior $19,000, set 22 July.
Components: building $47,880 RCV, contents carried at a nominal $1,400 pending the appraisal, other structures nil, ALE nil, less the $2,500 deductible, equals $46,780, rounded up to $50,000. The rounding is deliberate and is the only element of the figure that is not arithmetic: the contents component is a placeholder that is known to be wrong and known to be wrong in one direction.
Expense. Current $6,000. Prior $2,500. Committed: nil beyond the Coastline invoice, which sits in indemnity. Anticipated: a possible contents review, a possible causation opinion on duration, and subrogation support.
Basis: expected outcome on the building, placeholder on contents.
What would move these. The insured's appraisal arriving is the event. If it returns a figure in the tens of thousands, indemnity moves substantially and the file may cross the large loss threshold, at which point the reporting format changes. Next review: on receipt of the appraisal, or 4 September, whichever is first.
Payments and financial position to date
30 Jul 2026 — $15,390 to D. Okonjo, Coverage A dwelling. ACV of the pre-revision scope, $17,890, less the $2,500 deductible. Issued on the scope as it stood on 22 July; the 29 July revision is not included and will follow as a supplement once the revised scope is agreed with the insured.
No other payments. No advances requested and none issued. Recoverable depreciation of $3,140 on the revised scope is not yet due and will be released on proof of completion.
Total paid to date: $15,390. Indemnity reserve balance remaining: $34,610. Expense paid to date: nil.
The deductible has been applied once, to this payment, and will not be applied again to any later payment on this occurrence.
Communication with the insured
25 Jul — Telephone, insured to adjuster, 14 minutes, on the book collection. Followed by written confirmation the same day that he may obtain his own appraisal at his own cost and that we will review it on receipt.
29 Jul — In person at the reinspection, approximately 20 minutes at the end. Explained the concealed saturation, the scope change and that a supplemental payment would follow.
30 Jul — Payment advice issued with the first payment, itemising the ACV calculation and the deductible.
Last written status letter: none yet issued as a standalone status letter; the payment advice of 30 July carried the current position. The first standalone status letter is diarised for 7 August 2026 under the carrier's 45-day status cadence, and the cadence then runs 45 days from that letter.
The internal reporting cycle and the insured's status cadence are separate clocks. Model 902 §7(B) recommends that where an insurer needs more time to decide a first-party claim it notify the claimant within 21 days after receipt of the proofs of loss, and that where the investigation remains incomplete it then write again 45 days from that initial notification and every 45 days thereafter. States that adopted it did so at their own citation, several on shorter periods and several with different triggers, so the diary date on this file follows the applicable state's own text and the carrier's standard rather than the model.
Outstanding question from the insured: on 29 July he asked how long the whole claim would take. He was told a date could not be given until the appraisal arrived. That answer is accurate and unsatisfying, and it is the reason item 2 in the next section has a date on it.
Open items and requests outstanding
1. Contents appraisal from the insured's appraiser. Requested — strictly, agreed to — 25 July. Not chased; the insured is arranging it and it is his cost. Status: awaited. Target: 15 August 2026, after which it will be chased weekly.
2. Legible copy of Feldstrom Plumbing invoice 20941. Requested from the insured 18 July, chased 25 July and 2 August. The copy held is illegible at the line-item detail, which is where the supply line would appear if it was supplied under that invoice. Status: outstanding, twice chased. Target: 11 August 2026.
3. Confirmation from the recovery unit that notice has issued to Feldstrom. Referred 20 July, acknowledged 24 July, chased 4 August. Status: outstanding.
4. Insured's agreement to the revised scope of 29 July, needed before the supplemental payment. Sent 30 July with the payment advice. Status: awaited, not yet due.
Next steps and next report
- 1. Chase the Feldstrom invoice a third time and, failing that, request it directly from Feldstrom through the recovery unit. Owner:
- R. Calloway. Target 11 August 2026.
- 2. Obtain the insured's agreement to the revised scope and issue the supplemental dwelling payment. Owner:
- R. Calloway. Target 15 August 2026.
- 3. Chase the recovery unit weekly on notice to Feldstrom until confirmed. Owner:
- R. Calloway.
- 4. On receipt of the contents appraisal, review it rather than accept it, and reassess both reserves. Owner:
- R. Calloway. Trigger-based.
- 5. Reassess whether a causation opinion on duration is proportionate. My present view is that it is not, because no available evidence would narrow the 61-hour window. Owner:
- R. Calloway with C. Mendez. Target 4 September 2026.
Next report: 4 September 2026, or on receipt of the contents appraisal if that is materially earlier.
Anticipated completion of the adjustment: 30 September 2026. Moved from 8 August, given in the captioned report of 22 July. The reason is the 29 July scope revision and the contents appraisal now in prospect. The insured has not yet been given the revised date, because giving it before the appraisal arrives would mean giving a date I would expect to move again.
Section-by-section guide
What each section is for, what a good one contains, and where they typically go wrong.
1.Report identification and period covered
Report number, the dates it covers, the date of the previous report and the date of the next. Interim reports are only useful as a series, and a series with unnumbered members is a pile. If the report is a supplemental rather than a scheduled interim — issued because something happened, not because a date arrived — say so here, because it tells the reader to expect a narrow document.
2.Summary of changes since the last report
Three to six lines, each stating a change and its date. This is the section the reader is here for, so it goes near the top and it carries the numbers rather than referring to them. Write each line so it survives being read on its own: not 'estimate revised' but 'estimate revised 29 July from $18,340 to $47,880 RCV, concealed saturation behind cabinet run'.
3.What has not changed
Explicit, dated, and short. Coverage summary unchanged since report no. 1. Cause unchanged. No representation. No ALE. The value is that it converts silence into a statement someone signed, and it stops a reader reconstructing a stable file from scratch every cycle. Where something is unchanged because it is waiting on somebody else, say who and since when — that belongs here rather than being disguised as stability.
4.Investigation activity in the period
What was done, by whom, on what date, and what it produced. Include activity that produced nothing — a reinspection that found no further damage is a result, and it is the result that justifies not spending more. Model 910 §6 describes the claim file as one kept so that pertinent events and their dates can be reconstructed, and an interim report is where a long file's reconstruction actually lives.
5.Scope and estimate position
Current RCV and ACV, prior figures, and the reason for each movement. Keep the reason attached to the number in the same sentence. If the estimate has not moved, say so and say whether it is expected to — an estimate that is stable because the scope is agreed and one that is stable because nobody has revisited it are the same number and different files.
6.Reserve position
On every interim report, without exception. Indemnity and expense separately, current and prior, the components that produce each, and the events that would move them. The discipline matters most on the reports where nothing moved, because an unchanged reserve stated with its basis is a decision and an unchanged reserve stated by omission is a file nobody has reviewed. Adequate documentation of the claim file is among the claims standards examiners apply, and reserve reasoning is the part most often absent.
7.Payments and financial position to date
Every payment issued, with date, payee, coverage and what it was applied against. Advances especially, because an advance that is not tracked against the coverage it belongs to produces a settlement that will not reconcile without reconstruction. Close with total paid and the balance of the reserve, so the reader gets the arithmetic rather than assembling it.
8.Communication with the insured
Dates and substance of contact in the period, and the date of the last written status to the insured. Keep the internal reporting cycle and the insured's status cadence visibly separate here — they are different documents with different clocks, and the second is a matter of state law rather than of carrier practice. Record any question the insured asked that has not yet been answered, since that is the fact most likely to matter later.
9.Open items and requests outstanding
Each item with the date it was requested, from whom, and how many times it has been chased. The chase count is the detail that turns a list into evidence of diligence. An item requested once on 18 July and still open on 4 August reads differently from the same item requested three times, and only one of those versions is defensible if anyone asks later why the file sat.
10.Next steps and next report
Numbered actions with owners and target dates, then the date of the next report and the anticipated completion of the adjustment. If the completion date is moving, move it here and give the reason. A date that changes without comment three cycles running is the thing a file reviewer notices instead of the work.
Common mistakes
The failure modes that show up most often when this document is reviewed later.
Omitting the reserve block on a report where the reserve did not move.
An unchanged reserve stated with its basis is a decision someone made this cycle. An unchanged reserve stated by omission is indistinguishable from a reserve nobody looked at, and on a file that later develops badly the difference is the whole question.
Reporting activity without reporting nil results.
The reinspection that found nothing is what justifies not extending the scope. Leave it out and six weeks later there is no record that the bedrooms were ever re-checked, so someone checks them again — or worse, assumes they were never checked at all.
Copying the previous report forward and editing the parts that changed.
It works twice. By the fourth cycle the file carries paragraphs that were true in July, have been restated four times, and have acquired an authority the underlying facts never had. The dated 'unchanged since' line does the same job without the drift.
Listing an open item without the date it was first requested.
'Awaiting invoice' says nothing about whether the file is being run. 'Requested 18 July, chased 25 July and 2 August' is the same fact and is evidence of diligence, which is what the entry is for.
Blending the internal reporting cycle with the insured's status cadence.
They are different documents with different clocks and different consequences for being late. The internal report is a carrier practice; the letter to the insured is the one a regulator can look at, and Model 900 §3 frames improper conduct as something done flagrantly and in conscious disregard, or with such frequency as to indicate a general business practice — which is a question about the pattern across a book of files, not about one report. A file that treats the internal report as satisfying the insured's status letter satisfies neither.
Moving the anticipated completion date silently.
The date is the one thing the insured remembers. Moving it in the report with a reason gives you the sentence you will need for the letter; moving it silently means writing that letter later from nothing.
Questions
- What is the difference between an interim report and a supplemental report?
- An interim report is issued because a date arrived; a supplemental is issued because something happened. In practice they use the same structure, and the difference the reader cares about is scope — a supplemental should be narrow and should say at the top that it is narrow, so nobody reads the absence of a section as an omission.
- Do reserves really have to appear on every report?
- Treat it as a rule with no exceptions, because the exception always turns out to be the cycle where nothing happened, which is exactly the cycle a later reviewer will ask about. Adequate claim file documentation is one of the claims standards examiners apply, and the reserve figure with its basis is cheap to state and expensive to reconstruct.
- How much detail belongs in 'what has not changed'?
- One line per item, each with the date it was last verified, and a separate note for anything unchanged only because it is waiting on somebody else. That distinction is the point of the section: stable and stalled produce identical silence, and only one of them is acceptable.
- When does an interim report become a large loss report?
- When the file crosses the carrier's large loss threshold, which is an internal convention and varies — take it from the assignment instructions. The format changes at that point because the reader changes: an interim report tells an examiner what moved, while a [large loss report](/adjuster-reports/large-loss-report/) asks a manager for a decision and for authority.
The blank template
Exactly what is in the Word download, so you can see the structure before deciding whether you want it.
Report identification and period covered
Summary of changes since the last report
What has not changed
Investigation activity in the period
Scope and estimate position
Reserve position
Payments and financial position to date
Communication with the insured
Open items and requests outstanding
Next steps and next report
Download this template
Free Word download, no email required. Or open it in Professional Drafter — it lands in your template library, ready to draft against.
Sources
- NAIC — Market Conduct Record Retention and Production Model Regulation (Model 910, January 2004)
- NAIC — Unfair Property/Casualty Claims Settlement Practices Model Regulation (Model 902, 1991 amendment, July 1997 print)
- NAIC — Market Regulation Handbook: Examination Standards Summary, 2025 Edition
- NAIC — Unfair Claims Settlement Practices Act (Model 900, 1991 amendment, January 1997 print)
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This page is a documentation aid, not legal advice and not a coverage opinion. Claim-handling requirements vary by state and by policy wording, and a template cannot tell you what your file requires. The worked example describes a fictional loss.