Free FNOL Intake Checklist for Public Adjusters
Never miss a critical detail on your first call with a new policyholder. This 30+ field checklist covers every piece of information you need at intake — from policy limits to damage documentation. Print it, save it, use it on every claim.
Why Your First Call Determines the Entire Claim
Most public adjusters lose time and money because they didn’t capture the right information at intake. Then they’re chasing the policyholder for weeks trying to fill in gaps.
Save 2–3 Hours Per Claim
Get everything on the first call instead of making 5 follow-up calls to collect missing policy numbers, coverage limits, and contact details.
Avoid Costly Mistakes
Missing a co-insured name or wrong policy dates can delay a claim by weeks. This checklist catches those details before they become problems.
Look Professional
Policyholders trust adjusters who are organized. Walking through a structured intake process shows you know what you’re doing — and that their claim is in good hands.
What’s In the Checklist — 6 Sections, 30+ Fields
Organized in the order you’d naturally walk through a client intake call.
1. Policyholder Information
Full legal name, co-insured, mailing address, phone numbers, email, preferred contact method, best times to reach.
8 fields — the foundation of your claim file.
2. Property Information
Property address, type (SFH/condo/commercial), owner vs. tenant occupied, year built, square footage, habitability status.
7 fields — determines coverage structure and ALE eligibility.
3. Insurance Policy Details
Carrier, policy number, effective dates, agent info, carrier adjuster details, policy type (HO-3/HO-5/DP-3), deductible, and all coverage limits (A through D).
14 fields — the most critical section. Don’t skip any.
4. Loss / Damage Details
Date and time of loss, cause, Cat event, description in policyholder’s words, areas affected, severity, mitigation history, temporary repairs, safety hazards.
11 fields — captures the full scope before inspection.
5. Documentation Collected
Signed contract, declarations page, full policy, photos/videos, prior inspection reports, carrier correspondence, mitigation invoices, contents inventory, claims history.
11 items — your evidence collection checklist.
6. Immediate Next Steps
File FNOL, send welcome packet, schedule inspection, request documents, open claim file, set follow-up reminder, add to pipeline.
8 action items — so nothing falls through the cracks.
Pro tip included in the checklist: Always request the full declarations page and policy jacket at intake — don’t rely on verbal coverage limits. One wrong number can cost you weeks in negotiation.
Checklist Preview
Here’s a sample of what you’re getting — the actual PDF is formatted for print and field use.
Showing 10 of 14 fields in Section 3 — full checklist has 6 sections and 30+ fields
Download Your Free FNOL Checklist
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How Public Adjusters Use This Checklist
Print & Bring to Every First Meeting
Keep printed copies in your truck and briefcase. When a new client calls, pull out the checklist and walk through it systematically. You’ll capture everything in one conversation.
Use It on Phone Intake Calls
When a referral calls, open the PDF on your computer and check off fields as you go. By the end of the call, you’ll have a complete claim file started — before you even visit the property.
Train Your Team on a Consistent Process
If you have staff or apprentices handling initial intake, this checklist ensures they capture the same information every time. No more “I forgot to ask for the policy number” calls.
Want digital intake forms your policyholders fill out themselves? ClaimFlow’s branded FNOL intake forms let clients submit all this information — including photo uploads and e-signature — before you even arrive at the property. See how it works →
Paper Checklist vs. ClaimFlow Digital Intake
This PDF is a great starting point. Here’s what happens when you digitize the process.
This PDF Checklist
- You ask each question and write down the answers by hand or type them yourself
- Photos come via text, email, and WhatsApp — you manually sort and file them
- Contract signing requires printing, signing, scanning, and emailing back
- You manually re-enter all intake data into your claims tracker or CRM
- No way for the client to submit missing info without calling you
- Paper can be lost, damaged, or left in the truck
ClaimFlow Intake Forms
- Policyholder fills out a branded online form with all fields pre-structured
- Clients upload damage photos directly — auto-attached to the claim record
- Built-in e-signature on the representation agreement
- Form submission creates the claim file automatically — zero re-entry
- Client portal lets policyholders submit additional documents anytime
- Everything stored in the cloud, accessible from any device
Related Free Resources
Claims Tracker Spreadsheet
Track all your open claims, pipeline stages, estimated fees, and follow-up dates in one Excel file.
Download Tracker →PA Business Guide
From licensing to your first $500K in revenue — the complete guide to building a public adjusting practice.
Download Guide →FNOL Intake Process Article
A deep dive into optimizing your FNOL intake process to close claims faster and reduce back-and-forth.
Read Article →What Is FNOL and Why Public Adjusters Need a Standardized Intake Process
FNOL — First Notice of Loss — is the moment a property damage claim begins. For public adjusters, it’s also the moment that determines how smoothly the entire claim will go. A thorough intake captures the policyholder’s information, property details, insurance coverage limits, loss description, and existing documentation in one structured conversation. Miss a field, and you’ll spend days chasing the client for a policy number or coverage limit you should have captured on day one.
This free FNOL intake checklist gives you a standardized 30+ field form organized around the six categories that matter: policyholder identity, property information, insurance policy details, loss and damage description, documentation collection, and immediate next steps. It’s designed to be printed and used in the field or on phone intake calls, and it includes pro tips on common mistakes — like relying on verbal coverage limits instead of requesting the actual declarations page.
That said, a paper checklist still means you’re re-entering data into a spreadsheet or CRM after every intake. With ClaimFlow’s digital FNOL intake forms, the policyholder fills out a branded online form — including photo uploads and e-signature on the representation agreement — and the claim file is created automatically. No re-entry, no lost paperwork, no chasing. Plans start at $97/month, and every plan includes customizable intake forms. Start your free 14-day trial and see the difference digital intake makes.
Ready for Digital Intake Forms?
ClaimFlow turns this checklist into a branded online form with photo upload, e-signature, and auto-created claim files. 14 days free.
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Free FNOL Checklist