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The public adjuster follow-up tracker
A free, copy-paste public adjuster spreadsheet and client tracker, with the exact columns to use and four follow-up scripts you can send today. No signup to grab it. Build it in a blank Google Sheet in five minutes.
Most solo and small adjusters run on email, spreadsheets, and phones, and that is genuinely fine until the follow-ups start slipping. The problem is almost never that you forgot the claim. It is that the prospect you inspected on Monday never got a second touch, and the contractor who sent you two jobs never got a thank-you. This tracker gives you a place to see who is overdue, and the scripts give you something to actually send.
On this page
The spreadsheet: columns to copy
Open a blank Google Sheet and make the top row these nine columns. The two that earn their keep are Last touch and Next touch: sort by Next touch and the overdue names float to the top. One example row is filled in so the shape is clear.
| Date of loss | Prospect / Client | Address | Peril | Referral source | Stage | Last touch | Next touch | Status |
|---|---|---|---|---|---|---|---|---|
| 2026-07-18 | Dana Ruiz | 412 Oakhill Dr | Wind / hail | Vertex Roofing | Inspected, not signed | 2026-07-19 | 2026-07-23 | Deciding |
A few notes on the columns. Peril keeps your follow-up specific (wind, hail, water, fire), because "your roof claim" lands better than "your claim." Referral source is the one people skip and regret; it is how you know who to thank and where your best work comes from. Stage can stay plain: Inspected, Signed, In progress, Settled, Cold. You do not need more than that.
Four follow-up scripts to copy
Short, human, and easy to make your own. Swap {first_name} and the bracketed bits, and keep them plain, this is a text or a two-line email, not a brochure.
1. Post-inspection follow-up (prospect still deciding)
Hi {first_name}, good to meet you at the property today. From what I saw, the [wind damage to the roof and the ceiling staining] is exactly the kind of claim I handle, and I think it is worth pursuing. No pressure at all, I just did not want it to fall through the cracks while you are weighing your options. Happy to answer any questions. Want me to walk you through what the next step looks like?
2. Referral-source thank-you (to a contractor or attorney)
Hi {first_name}, thank you for sending [the Ruiz family] my way, I appreciate you thinking of me. I have got them taken care of and will keep you posted on how it settles. If anything comes across your desk where a public adjuster would help, you know I will take good care of them. Owe you one.
3. Claim-milestone check-in (to a signed client)
Hi {first_name}, quick update on your [water] claim: [we submitted the estimate to the carrier and are waiting on their response]. Nothing you need to do right now, I will chase them and let you know the moment I hear back. Any questions in the meantime, just reply here.
4. Storm-season re-engagement (to an old lead)
Hi {first_name}, it is been a while. With the [storms that came through this month] I have been checking back with folks I met last season. If that [roof] ever got looked at, great, and if not, it may be worth a fresh set of eyes before the deadline to file passes. No cost to take a look. Want me to swing by?
Why the tracker goes stale (and the fix)
Here is the honest limitation of any spreadsheet, this one included: it tracks follow-ups but never sends them. The sheet will happily tell you that Dana Ruiz was due for a touch four days ago, and then it is still on you, between inspections and carrier calls, to open the thread and write the message. That is the exact chore that slips during a storm-season surge, which is precisely when the leads are most valuable.
The fix is not a fancier spreadsheet. It is to move the sending off your plate. That is what the tool below does, using these same scripts.
Spreadsheet vs. a CRM that sends
| Compared on | This spreadsheet | Capstone Outreach |
|---|---|---|
| Cost | Free | Paid, with a free trial |
| Tells you who is overdue | Yes, if you sort by Next touch | Yes, automatically |
| Writes the message | You copy a script and edit it | Drafts it from your one-line note |
| Sends the message | No, you do | From your own Gmail or Outlook, after you approve |
| Schedules the next touches | You retype the date | Yes, and stops the moment they reply |
| Goes stale when | You get busy | Designed not to |
Capstone sends these for you, so the tracker never goes stale. It captures the prospect after the inspection, drafts the follow-up from your note, and sends it from your own inbox on a schedule you approve, stopping the moment they reply.
Set up in minutes. You review and approve every message before it sends. See how it fits a PA practice on the public adjuster CRM page.
Frequently asked questions
What columns should a public adjuster spreadsheet have?
Enough to know who to touch next, and no more: date of loss, prospect or client name, address, peril, referral source, stage, last touch, next touch, and status. The two columns that do the real work are last touch and next touch, because sorting by next touch tells you exactly who is overdue. Everything else is context so the follow-up sounds like you remember the case.
Is a spreadsheet enough to track public adjuster follow-ups?
A spreadsheet is fine while you can hold every prospect and referral source in your head, usually a handful of open conversations. It tracks follow-ups but never sends them, which is the actual leak. Once you are past that, either you keep the sheet religiously or the follow-ups quietly stop. The scripts on this page make the sheet usable today; a follow-up-first CRM makes the sending happen without you.
How often should I follow up with a public adjuster prospect?
While the loss is fresh, quickly and more than once. A common rhythm is a touch the day after the inspection, another two or three days later, and a third about a week out, then space it wider. The homeowner is comparing adjusters in the first days, so the early touches matter most. After that, a light check-in every few weeks keeps you in the running without becoming a nuisance.
Can I automate these follow-up scripts?
Yes. Capstone Outreach takes the same scripts, drafts each one from your one-line note about the case, and sends it from your own Gmail or Outlook after you approve, then schedules the next touches and stops the moment the person replies. The tracker never goes stale because the sending is no longer a manual chore you have to remember between claims.
Where to go next
- The full picture: Public adjuster software and CRM
- Weighing a suite: The honest ClaimWizard alternative
- Referral sources: Public adjuster referral follow-up
- Capture method: Business-card follow-up
- The topic hub: Follow-up CRM