Examiners don’t need more files. They need the right ones, submitted the right way.
When you’re working flood or P&C claims, the examiner review is where everything gets scrutinized. Small mistakes can lead to big delays. It’s not about perfection. It’s about clarity, consistency, and making the file easy to review.
If you’re constantly dealing with corrections, silence, or requests for more info after submission, the way you’re prepping your files might be the issue. Here’s how to tighten things up and keep files moving forward.
Start With Structure
Before you send anything to an examiner, your folder setup should already be doing some of the heavy lifting. Disorganized folders lead to duplicated files, missing documents, and confusion about what’s been completed.
A solid file structure looks like this:
- A top-level folder named with the claim number and policyholder’s last name
- Subfolders for estimates, signed forms, inspection photos, correspondence, and notes
- A summary document or cover sheet that outlines the claim status and key documents
Even if you’re using a platform for submissions, keep this structure behind the scenes. It makes it easier to stay consistent and avoid mistakes.
Use File Names That Explain Themselves
If your file names are generic or unclear, you’re slowing the examiner down. They shouldn’t need to open multiple PDFs just to find a Proof of Loss or estimate.
Clean file names should follow a clear pattern:
12345_Smith_ProofOfLoss.pdf
12345_Smith_Estimate_Interior.pdf
12345_Smith_W9.pdf
This method helps you stay organized and helps the examiner review faster. A little consistency here saves time on both sides.
Check for Completeness
A folder full of documents isn’t enough. The file needs to be complete and ready for review.
Before submitting, confirm:
- Required documents are included: signed Proof of Loss, W-9, estimates, inspection notes
- Photos are clear and grouped logically
- Estimate matches the coverage and aligns with the reported damage
- Any special circumstances are explained
Using a checklist makes this easy. Even a simple one can prevent back-and-forth emails and resubmissions.
Explain Irregularities Briefly
Sometimes a file needs context. Delayed inspections, policy exceptions, re-inspections, or anything that might confuse the examiner should be explained in writing.
It doesn’t need to be long. One or two clear sentences can do the job:
“Inspection completed June 6. Property was initially inaccessible due to road closures. Estimate reflects damage found during follow-up.”
Quick notes like this reduce friction and save everyone time.
Clearly Separate Wind and Flood
After major storms, many claims involve both wind and flood damage. If you don’t clearly distinguish between them, the examiner may need to return the file.
Your documentation should spell out:
- What damage was caused by flood and what by wind
- Which coverage applies to each portion
- How each estimate line item is categorized
Label your photos and line items. If you’re dealing with a mixed damage claim, clarity matters more than volume.
Submit in One Package
Sending one-off emails with attachments over several days increases the chance of errors. The best way to submit a file is in one complete package.
If you’re not using a claims platform:
- Zip your files together into one folder
- Include a summary sheet that lists everything inside
- Send it in a single email with a clear subject line
If you are using software, double-check that everything is uploaded and labeled before submission. Fragmented files lead to slower reviews.
Keep a Submission Log
For every file you submit, maintain a simple log. Track:
- Claim number
- Submission date
- Examiner assigned
- Submission method (email, portal, platform)
- Any follow-up required
A spreadsheet is enough. This keeps you from second-guessing whether something was submitted or needs attention.
The Goal Is Consistency
You don’t have to send perfect files. You have to send clean, complete, and easy-to-review ones.
Examiners learn to trust adjusters who are predictable. The ones who follow a consistent structure are the ones who get fewer questions and faster approvals.
If you’re solo, these habits can save you hours every week. If you’re working in a team, standardizing how files are prepared and submitted can reduce internal handoffs and improve your team’s reputation.
Want a Simpler Way to Handle This?
DragonfileONE was built to help independent adjusters stay organized, submit clean files, and track claim progress from start to finish.
You’ll get:
- A structured system that organizes files
- Task tracking so nothing gets missed
- Faster prep for examiner review
It’s $29.99/month and built to make solo adjusting less chaotic.
If you’re part of a team, Dragonfile for firms supports shared claims, role-based access, and company-level oversight. Book a consult to see it in action.