Insurance Claim Communication Log (Free PDF)
Record every call, email and letter about your claim. A dated log is the simplest evidence that you responded on time and what you were told.
Download the free PDF
Fillable on screen or printable · no email or sign-up · last reviewed 2026-09-29 by David Bennett
When to use it
- From the first call to your insurer until the claim is paid and closed.
- Whenever an adjuster promises something by phone — log it, then confirm it by email.
- Before filing a complaint with your state insurance department, which will ask for a timeline.
What the form asks for
- Claim number · Insurance company · Date of loss
- Adjuster name · Adjuster phone · Adjuster email
- A 24-row table: Date · Who (name / role) · How (call / email / letter) · What was said or agreed · Next step / due date
How to fill it in
- Fill in the claim number, insurer and adjuster details at the top.
- Add a row for every contact, the same day: date, who you spoke to, how, what was said, and the next step with its due date.
- After any important phone call, send a short email summarizing it ("As we discussed today…") and log that too.
- Keep the log with copies of every letter and email. If the claim stalls, the log shows exactly where and when.
Frequently Asked Questions
Why keep a log of insurance claim calls?
Phone calls leave no record. A dated log shows when you responded, what you were told and what the insurer promised. It makes follow-ups specific and is the first thing a state insurance department or attorney will ask for.
Should I record my calls with the adjuster?
Recording laws differ by state — some require everyone on the call to consent. A simpler and always-legal approach is to log each call and confirm the key points in a follow-up email.
A template, not legal advice. Edit it to match your facts. For complex,
high-value or injury claims, consider a licensed attorney or independent appraiser in your
state. See the disclaimer.