Quick Answer
The best advice for new adjusters is practical: work each file completely when you open it, keep every callback promise, document facts and your reasoning, ask questions early, and protect your energy. Most of all, be patient with yourself. These habits take time to build, and every working adjuster started where you are now.
What Doesn’t the Licensing Course Teach New Adjusters?
Getting your insurance adjuster license is a major milestone. But when you land your first claims job, you may still wonder, “Am I actually ready for this?”
Licensing courses prepare you to meet your state’s licensing requirements. But how do you manage dozens of open files, handle an upset policyholder, or know when to ask your supervisor for help?
At AdjusterPro, we’ve helped more than 100,000 people get licensed over the past two decades. We know firsthand how important mentorship is, so we created a new adjuster advice handbook you can return to as you learn the job.
We gathered 53 practical tips from working insurance adjusters to help you avoid common mistakes, build confidence, and develop good habits. The advice has been reviewed by adjusters on our team, and we’ve linked to the original sources so you can read the conversations for yourself.
Table of Contents
- Managing Your Time and Claim Files
- Communicating With Policyholders
- Documenting Claims and Making Coverage Decisions
- Learning the Job Faster
- Field Inspections and Estimating
- Getting Hired as an Insurance Adjuster
- Managing Stress and Avoiding Burnout
- Next Steps for New Adjusters
How to Use This List
Take what fits and leave the rest. Some tips are for staff adjusters, some for independents. Either way, your employer’s procedures come first. When in doubt, check with your supervisor or IA (Independent Adjuster) Firm.
How Can New Adjusters Manage Their Time and Claim Files?
A steady routine helps you stay on top of a busy caseload. Finish what you can in each claim when you open it, leave thorough notes in the file, communicate clearly, keep one list of everything pending and handle urgent claims first. Some adjusters start with a full workload right away, especially independent adjusters on a deployment. Staying organized keeps it manageable, and it’s a skill anyone can learn and keep improving. The habits below are a great place to start.
1. When you open a claim file, do everything you can before you close it. Make the call, request the document and update the notes in one sitting. As one veteran adjuster put it on r/ClaimsAdjuster: “If you’re in the file do it. You may never get back to that file.” In other words, only “touch it once.”
2. Leave yourself a note in the claim file that clearly defines your next steps. Before moving on to another claim, document what still needs to be done and when to follow up. As one adjuster on r/ClaimsAdjuster recommends, leave yourself a note about “what is left to do before it’s closed.” Future you shouldn’t have to reread 40 notes to remember where you left off.
3. Split your day into blocks for calls, email, documentation, and follow-ups. “Divide your tasks and get into a daily routine… You can’t waffle on what you need to do next – just do it and keep pushing forward,” one Reddit adjuster advises. Jumping to every new notification leaves five tasks half done. When you’re new, give yourself more time than you think you’ll need for each task. You’ll get better at estimating your workload as you gain experience.
4. Treat your claim diary or task list as one of your most important tools. A claim diary tracks tasks, deadlines, and follow-up reminders. Some claims systems have one built in, while other adjusters use calendars or task lists. One adjuster on r/ClaimsAdjuster calls it “the biggest and most important part of my routine.” A CAT (catastrophe) adjuster recommends keeping a running list of pending work in one place. Whatever system you use, follow your employer’s or IA Firm’s data security rules.
5. Knock out the five-minute tasks first. One workers’ compensation adjuster on r/adjusters starts the day by clearing “any diaries I can do that take 5 or less minutes,” after checking for anything urgent. Small wins shrink the list fast.
6. Rank claims by urgency, not by age. During catastrophe cleanup, one property adjuster on r/adjusters works through three questions: “Who is displaced? Whose roof is still leaking? Who had an inspection over a month ago and hasn’t been paid?” Focus on immediate needs, approaching deadlines, and claims that have been waiting too long for action.
7. Do today’s work today. “Do today’s work today,” one experienced adjuster wrote on r/ClaimsAdjuster. When routine tasks slide to tomorrow, as that adjuster warned, “It snowballs.” Clearing a little every day keeps your desk manageable.
8. Speak up early if you’re falling behind. Don’t wait until you’ve missed a deadline to ask for help. Let your supervisor or IA firm know which claims need attention, what’s holding you up, and where you need support. It’s better to ask for help early than let problems pile up.
9. Do it right the first time, especially when the tasks cost you when you get them wrong. One adjuster on r/ClaimsAdjuster put it in all caps: “SLOW DOWN.” Rushing a payment or an estimate creates mistakes that take longer to fix than doing it right the first time.
Want to skip the mistakes most new adjusters make? Read The 3 Biggest Mistakes New Adjusters Make, from veteran adjuster John O’Brien.
How Should New Adjusters Communicate With Claimants?
Good communication builds strong relationships and helps policyholders feel confident in you as their adjuster. Return every call you promise, set expectations on the first call, give timelines you can meet, and end each conversation with clear next steps. Follow important calls with a written recap, and explain coverage decisions in plain language. Be human: every claim matters to the person living through it, and treating it that way builds trust.
10. If you promise a callback, make it, even when you have no update. According to a veteran adjuster on r/ClaimsAdjuster: “If you tell them you’ll call them Thursday afternoon with an update but you have no new info? Call them anyway.” Claimants should never have to chase you.
11. Under-promise and over-deliver on timelines. “Under-promise and over-deliver… For example, you agree with a customer that you will follow up with them with an update on their claim (for instance, with your repair estimate). If you think you’ll have your estimate completed Wednesday at noon, tell them you’ll call them Thursday afternoon. That way, if it takes you longer than you thought to finish the estimate, you are ok – and if you have it by Wednesday (& call them Wednesday), you look super organized,” the same r/ClaimsAdjuster thread advises.
And if you’re running late, speak up! Even if you’re just stuck in traffic on your way to an inspection, call and let the policyholder know as soon as possible. People are much more understanding when you keep them informed rather than leave them waiting.
12. Use the first call to explain the process and collect what you need. Adjusters on r/InsuranceProfessional advise new adjusters to “set expectations early and often” and to “ask all the questions, go over policy, be upfront during the first phone call.” A thorough first call gives everyone a clear picture from the start, so the claim runs smoother and the policyholder knows what to expect.
13. Tell people when and how they can reach you. Share your hours, preferred contact method, and a realistic response time. One experienced adjuster on r/InsuranceProfessional recommends that you “include on your voicemail how soon they can expect to hear back from you.” Then follow through. Clear expectations help reduce repeat calls and give policyholders confidence that they haven’t been forgotten.
14. End every conversation with a clear action plan. Say what you’ll do next, what they need to send, and when they’ll hear from you.
15. Make it easy for claimants to provide documents. Explain exactly what you need and how to send it. If the documents are available during an inspection, use a company-approved scanning tool to collect them on the spot when possible.
Otherwise, ask when they expect to send them. One adjuster on r/InsuranceProfessional recommends asking, “When do you think you would be able to get those documents back to me?” Then set a reminder to follow up. Remember, you’re still responsible for keeping the claim moving, even when you’re waiting on someone else.
16. Follow important calls with a short written summary. “ALWAYS follow up by email with any phone call you have because people forget!” advises one adjuster on r/InsuranceProfessional. An email recap gives both of you a record. At a minimum, add detailed conversation notes to the claim file, and whenever possible copy your email exchanges into the files.
17. Be human when communicating a claim denial. When you’re authorized to communicate an approved denial, consider calling the policyholder before the written notice arrives, if your company’s procedures allow it. One experienced adjuster on r/adjusters advises: “Call them, they deserve that, and it can go along way when they hear a human talking about it with them versus getting blindsided by a cold email.”
Remember, some adjusters need supervisor or carrier approval before communicating a denial, and a phone call never replaces a required written notice.
18. Explain coverage decisions in plain language first. “I like to explain the coverage position in layman’s terms first,” one adjuster on r/adjusters writes. Then point to the policy language that supports the decision.
19. Don’t offer false hope to avoid an uncomfortable conversation. As one adjuster on r/adjusters warns: “Don’t fall into the trap of acting like it’s a negotiation or they can get the denial overturned if they push it. New adjusters will often feel so uncomfortable when discussing a denial that they give false hope to the insured that something may change it. Don’t say you’ll talk to your manager again or anything like that unless there really is new information that may change things.”
Be compassionate, but don’t make promises you can’t keep. If the policyholder has questions or provides new information, take their concerns seriously and follow your company’s procedures.
20. Never treat a small claim as a small problem. In a 2017 AdjusterPro interview, independent adjuster and AdjusterPro alumnus Evan Mason explained that “even small losses can really shake people.” Whether it’s a broken window or a major catastrophe, take the policyholder’s concerns seriously.
How Should New Adjusters Document Claims and Make Coverage Decisions?
Good documentation lets anyone understand your file without calling you. Note every meaningful conversation, stick to facts, file documents the same day, and record the reasoning behind each decision. Know your policies, and reference them when clarification is needed; stay open to new facts, and say “let me look into that” when you’re unsure. When you make a mistake, own it early. A clear, honest file protects you, your company, and the policyholder.
21. Document every meaningful interaction, including texts and quick calls. In Common Mistakes You’re Making While Documenting Claims, Lynette Young, co-founder of the claims software company ClaimWizard, says emails usually make it into the file, but “texts and phone calls are often overlooked.” This advice is aimed at public adjusters, but it applies to any claim file.
22. Separate facts from possible causes. In the same article, Young advises adjusters to distinguish facts from assumptions. You can document a possible cause of damage, but make it clear when something hasn’t been confirmed. For example, if you suspect a leaking supply line caused water damage, record the evidence that led you to consider it and note that further investigation is needed.
23. File documents the same day you receive them. Young’s rule: file documentation “within the same day of receiving it.” Wait a week, and you lose the context that explains why it matters.
24. Make your notes tell the story of the loss. “Tell the story and be detailed,” one field adjuster on r/adjusters advises. Your notes should be detailed enough that any adjuster can theoretically pick up where you left off without having to call you.
25. Start every investigation with what, when, where, why, and how. “What, when, where, why, how. Be inquisitive,” one experienced adjuster on r/ClaimsAdjuster tells trainees.
26. Reference the policy when working a claim. Two homes with the same storm damage can have different coverage, endorsements, and deductibles. Start with the declarations page to check the policy details, then review any relevant exclusions, endorsements, and policy language. In “7 Things I Learned on My First Catastrophe Adjusting Deployment,” Eric Gough called this one of the best tips he received on his first deployment: “briefly review every insured’s policy before starting the claim.”
27. Be ready to change your first conclusion when new facts come in. A first impression is not a finished investigation. As the same r/ClaimsAdjuster adjuster notes, “These things are always ongoing through the process.”
28. Document your reasoning behind every claims decision. Don’t just note “denied” or “partially covered.” One adjuster on r/ClaimsAdjuster suggests: “When you make a decision, is all the information that you considered when making that decision somewhere in your file? Have you documented your reasoning behind the decision?” This is particularly important for file audits and if a claim is reopened.
29. Say “let me look into that” instead of guessing. When a contractor raises a repair method or cost you don’t understand, ask for supporting information or a second opinion. Contractors may have experience with repairs you haven’t encountered yet, so expect to learn as you go.
Likewise, if a policyholder asks whether damage is covered during an inspection, don’t promise an outcome before you have the information and authority to make that decision. Explain what happens next and when they can expect an update.
30. Report a mistake to the right person as soon as you find it. Don’t bury a bad estimate, missed deadline or wrong payment. “Own the mistake, learn from it and move on,” one adjuster on r/ClaimsAdjuster advises. It won’t be your last one.
How Can New Adjusters Learn the Job Faster?
You learn the job fastest by jumping in, asking good questions and learning from the people around you. Check your company’s guides first, keep your own reference notes, find your team’s go-to experts, and study the coworkers who always seem caught up. Learn the repairs and software your claims depend on. Don’t forget, every experienced adjuster was new once.
31. Ask questions early, and find your team’s go-to experts. “Ask a lot of questions. There’s usually at least one person on your team who likes answering questions because they remember what it was like to be new,” one adjuster on r/ClaimsAdjuster says. Find that person, and learn who your team’s experts are for specific topics like subrogation (recovering money from an at-fault party) or claim quality. Your supervisor or IA firm contact should be your first stop for guidance, but don’t hesitate to learn from experienced coworkers, too (just be mindful of their own workloads).
32. Learn where your employer’s procedures are written down, and do your homework before asking questions. Check the claims manual and internal guides first. Try to find the answer yourself, and if you’re still unsure, explain what you’ve already checked when asking for help. This shows initiative and helps you develop confidence and good judgment. Of course, don’t delay asking for help when something is urgent or beyond your authority.
33. Build your own reference notes. “I had a notebook that I separated into subjects so I could refer back to valuable info. I also had a list of claim numbers to refer back to for specific claim types. Gather sample verbiage for various letters. Someone gave me an Xactimate claim that had a LOT of items I could go to in a pinch,” one adjuster on r/adjusters writes. Reuse what you can, keep examples of excellence, and try not to duplicate work unnecessarily. (Always keep reference materials in company-approved systems and protect confidential policyholder information.)
34. Study your successful peers, and ask for mentorship. “Figure out who has been there a while and always seems caught up, then try to pick their brain,” one adjuster advises.
35. Learn more about the repairs of the type of claims you are handling. For example, one property adjuster says, “I spent a lot of time outside of work watching YouTube videos and This Old House.” Software can’t teach you why a repair needs specific steps or materials.
36. Learn the software your claims run on. Many property adjusters write estimates in Xactimate, auto adjusters often use estimating platforms like CCC ONE or Mitchell, and staff adjusters handle claims in their company’s claims system. Ask your employer or IA firm which programs they use, and learn those first. Independent adjusters are often expected to know how to use Xactimate, so check Xactimate requirements before your first deployment.
What Should New Field Adjusters Know About Inspections and Estimating?
A consistent routine makes field work go smoothly. Write as much of your estimate on site as you can, ask policyholders to photograph damage before cleanup and check whether a repair is possible before assuming replacement. Bring the equipment your assignment calls for, and have a backup plan for when cell service or power drops. Prepared adjusters spend less time on return trips and more time closing claims.
37. Write as much of the estimate on site as you practically can. “Write everything on site,” one Reddit adjuster advises, because it can save “a possible return trip.”
38. Ask policyholders to photograph damage before cleanup or repairs, when it’s safe. One adjuster on r/TropicalWeather urges homeowners: “Take them before you gut or put a tarp on your roof.” Photos before, during, and after mitigation help document the loss. However, never ask a policyholder to climb onto a roof or put themselves at risk to get a photo. Emergency repairs to prevent further damage shouldn’t be delayed. Ask them to preserve whatever photos, evidence, and repair receipts they safely can.
39. Check whether a repair is possible before assuming replacement. Whether it’s a roof, a truck bumper or a kitchen cabinet, the right call depends on the damage, the item’s age and condition, and what the policy covers. Look at each claim on its own facts, and follow your company’s guidelines on repair versus replacement.
40. Buy equipment for the work you’re assigned. You don’t automatically need the biggest truck or the longest ladder. In “7 Things I Learned on My First Catastrophe Adjusting Deployment,” Eric Gough suggests you “talk with someone from the IA firm about what transportation [and equipment] you need.”
41. Plan for technology failing in the field. Cell service and power can disappear after a catastrophe. One adjuster notes that “the cell service gets really sketchy” and that a “pen and paper backup is best.” Carry portable power and charging cables too.
42. Create templates for the communications you repeat, then personalize them when the time comes. “You will have the same conversations day in and day out, template the discussion and template the follow-up email,” one adjuster advises. Check every message against the actual claim before you send it.
How Do New Adjusters Get Hired and Network?
Getting hired starts with showing firms what you bring beyond your license. Lead your resume with relevant experience, explain how your background applies to claims, choose certifications that fit the work you want and meet people at industry events. Take adjacent work to build experience while you wait, and be ready to work before the call comes. The adjusters who get the first assignments are the ones who are prepared and easy to reach.
43. Show more than a license. As AdjusterPro’s guide How to Stand Out and Get Hired as an Insurance Adjuster in 2026 puts it, “Standing out in 2026 usually means showing more than a license.” Lead your resume with any construction, estimating or field experience, add a service area map that shows where you’ll travel, and be honest about your experience level.
44. Take adjacent work that builds field experience. Underwriting inspections, estimating roles, and restoration work all get you closer to claims while you wait for your first assignment, and help you build experience.
45. Show exactly how your past experience applies to claims. Don’t just list construction, customer service, or sales. Spell out the transferable skills and the claim types they prepare you for. Be specific about what you can do.
46. Choose certifications with a specific job in mind. Any certificate you add should support the kind of work you want to do in your market and your area.
47. Treat industry events as networking events. “I met a recruiter at a convention, and he put me directly into an entry-level deployment,” one independent adjuster on r/adjusters writes. Go to learn, ask good questions, and meet people.
48. Get deployment-ready before the phone rings. Have your licenses, equipment, transportation, and personal logistics sorted in advance. Be ready to work. When the storm hits, or a claim arises, work is often first-come, first-served, especially CAT work.
49. Make friends with other adjusters on deployment. Peers share local knowledge and hard-won lessons. In “7 Things I Learned on My First Catastrophe Adjusting Deployment,” Gough saved “a lot of money” splitting living costs with adjusters he met on his first storm.
Want more information on the costs of getting started as an adjuster? Check out “Becoming an Insurance Adjuster on a Budget: Startup Costs Explained.”
How Do New Adjusters Manage Stress and Avoid Burnout?
Taking care of yourself is part of doing the job well. Give yourself time to settle in, build a routine that helps you leave work at work, manage sleep, and eat well, especially on deployment. If a role isn’t the right fit, remember there are other paths in the industry. Adjusters who protect their energy enjoy the work more and stay longer.
50. Give yourself time to feel comfortable. Everyone learns at their own pace. Some new adjusters settle in quickly, and others take longer. One adjuster on r/ClaimsAdjuster says it can take “a year or longer before you are truly comfortable.” Either way, feeling unsure early on is normal, and it isn’t a sign you picked the wrong job. If you hit a rough patch, here are the five common struggles new adjusters face, and how to get past each one.
51. Build a routine that helps you leave work at work. In “7 Things I Learned on My First Catastrophe Adjusting Deployment,” Gough recommends having “one ‘thing’ to center yourself,” such as prayer, exercise or meditation, especially during the chaos of a deployment. Adjusters on Reddit second this advice.
52. Eat real food during CAT work. Gough found that living on fast food during his first deployment wore him down. His fix: “a small cooler to keep in the car” stocked with fresh food.
53. Remember your first adjusting job doesn’t have to be your whole career. One adjuster on r/ClaimsAdjuster points out that “sticking it out initially also lets you move around laterally into other types of insurance.” If you like the industry but not adjusting, explore other paths before you quit the insurance profession. The claims industry has hundreds of career paths, and your claims-handling experience can help your career within or outside of adjusting.
For a bigger picture of making the most of your first year (support, mentors, and realistic expectations), read how new adjusters can prevent first-year burnout.
Next Steps for New Insurance Adjusters
Your first claims job comes with a lot to learn, and you don’t have to learn it all at once. Start with a few core habits: work each file fully when you open it, keep every callback promise, document facts and your reasoning, know your claim policies, and ask questions early. Add more as the work becomes familiar, and remember that your company’s procedures and your state’s requirements always come first.
Pick three tips from this list to try this week, and come back for three more once they stick.
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