Overview

The Associated Documentation area at the bottom of the New Claim form lets you generate two standard documents as part of the claim-creation workflow: an Acknowledgement letter sent to the insured confirming receipt of the claim, and a Loss Notice sent to the carrier or managing general agent. Both documents can be previewed, emailed, and saved as PDFs directly from the claim form.

Before generating either document, select a Reason Code from the dropdown at the top of the Associated Documentation area. The Reason Code identifies the purpose or category of the correspondence and may appear on the generated documents. Your administrator configures the available reason codes in Settings.

The Acknowledgement section generates a letter to the insured confirming that the claim has been received and an adjuster has been assigned. This letter typically includes the claim number, adjuster contact information, and next-step instructions.

Preview Letter — Click this button to open a preview of the Acknowledgement letter before sending. Review the content to make sure all claim details populated correctly and the language is appropriate for the insured.

Characters left counter (1,000) — A text area lets you add a custom message to the Acknowledgement letter. The counter displays how many of the 1,000 available characters remain. Use this for claim-specific instructions or information that does not appear in the standard template.

My Clippings — The dropdown above the text area lets you insert pre-written text snippets into the custom message field. Clippings are configured by your administrator and can include standard language for common scenarios (for example, "Please have all damaged items available for inspection").

Send email — Check this box to email the Acknowledgement letter to the insured's email address on file. If the insured does not have an email address in the Primary Insured section, the email will not send.

Save PDF — Check this box to save the Acknowledgement letter as a PDF document attached to the claim file. This creates a permanent record in the claim's document repository.

Alternate email address — If the Acknowledgement needs to go to an email address other than the insured's primary email, enter it here. The autofill from Client Company option can populate this field with the email address associated with the carrier or client company on the claim.

CC Client Contact — Check this option to send a copy of the Acknowledgement to the client contact associated with the claim. This keeps the carrier or managing general agent informed that the insured has been acknowledged.

The Loss Notice section generates a formal notification to the carrier that a new loss has been reported and assigned. Loss Notices typically include the insured's information, loss details, and adjuster assignment data.

Preview Notice — Click this button to preview the Loss Notice before sending. Verify that all claim data is accurate, particularly the loss date, location, and type of loss.

Send email — Check this box to email the Loss Notice to the configured recipient (typically the carrier's claims department or the managing general agent).

Save PDF — Check this box to save the Loss Notice as a PDF attached to the claim file.

The Acknowledgement letter and Loss Notice serve different audiences and purposes. The Acknowledgement goes to the insured or claimant and confirms that the claim is being handled. The Loss Notice goes to the carrier or client and formally reports the loss. Many organizations send both documents at claim creation as a standard practice, but your workflow may vary. Check with your manager or refer to your carrier's service-level agreements to determine which documents are required and when.

New Claim — Primary Insured Section

New Claim — Milestone Dates Cheat Sheet

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