What goes in a public adjuster's letter of representation?

What is a letter of representation?

It is a short notice to the insurer that someone now acts for the insured on the claim. The insurer then knows who is authorized to communicate about the claim. It does not replace the contract between the public adjuster and the insured. It points to that contract.

In Florida, for residential property and condominium unit owner policies (s. 626.854(19)), s. 626.854(15) says the public adjuster must ensure that prompt notice of the claim is given to the insurer and that the public adjuster's contract is provided to the insurer. A letter is one common way to do both. The statute does not say a letter is required or what it must contain.

What details identify the claim?

These items are common practice, chosen so the letter can be matched to the right file. Nothing in the statutes cited here requires them.

• The insured's name as it appears on the policy, and any other named insureds.
• The policy number and the insurer's name.
• The claim number, if one has been assigned, or the date the claim was reported.
• The date of loss and the type of loss.
• The loss address.
• The name of the insurer's assigned adjuster, if known.

What details identify the public adjuster?

A letter usually gives the adjuster's name, firm, license number, address, phone and email, and the date of the engagement. Florida law treats licensing as central: s. 626.854(1) defines who is a public adjuster, and the section opens with a legislative finding that regulation is needed to protect the public and to prevent the unauthorized practice of law.

The insurer has a parallel duty. Under s. 627.70131(3)(b) and (c), an insurer's licensed adjuster who physically inspects must give the policyholder a document with the adjuster's name and state license number, and later communications must also include them. That duty applies to residential property insurers.

How should the letter describe the adjuster's authority?

The description of authority is usually written to match the contract and the license. Section 626.854(1) describes a public adjuster as a person who, for compensation, prepares, completes or files an insurance claim for an insured, or acts for or aids an insured in negotiating or settling a claim.

Section 626.854(3) says a public adjuster may not give legal advice or act for or aid any person in negotiating or settling a claim relating to bodily injury, death or noneconomic damages. A letter that claims more authority than the contract or the statute allows can create problems, so the wording is worth having a Florida attorney review.

What does a letter commonly ask the insurer to do?

These are typical requests, listed as examples rather than requirements.

• Direct claim communications to the public adjuster.
• Confirm the assigned adjuster's name and contact details.
• Acknowledge receipt of the letter in writing.
• Coordinate inspections and meetings through the public adjuster.
• Send copies of estimates and reports the insurer has prepared.

What does Florida law say about inspections and meetings?

On residential claims (s. 626.854(19)), s. 626.854(14) says an insurer's adjuster, attorney, investigator or other person acting for the insurer must give at least 48 hours' notice to the insured, the public adjuster or the legal representative before scheduling a meeting or an onsite inspection. The insured or claimant may waive the notice.

Also on residential claims, s. 626.854(15) runs both ways. The insurer may not exclude the public adjuster from its in-person meetings with the insured, and the insurer and the adjuster are to meet or communicate to try to agree on the scope of the covered loss. The adjuster may not restrict the insurer's reasonable access to the insured or the property, or act in a way that obstructs a timely inspection.

Does representation change the insurer's deadlines in Florida?

The statute's wording matters here. Section 627.70131(1)(c) says the 7-day acknowledgment subsection does not apply to claimants represented by counsel, beyond communications needed to provide forms and instructions. It says counsel, not public adjusters.

The other time periods in s. 627.70131 run from events the statute names, such as receipt of proof-of-loss statements or notice of the claim. The statute also requires the insurer to keep dated records of claim communications with the policyholder or the policyholder's representative. Whether a particular letter affects any deadline is a question for an attorney.

What should be attached or recorded?

Many letters enclose the signed contract, or the part of it the insurer needs, as the statute contemplates. Keeping a dated copy of exactly what was sent and how it was sent is common practice. A sent record, delivery confirmation and any reply are the usual items.

The method of sending is a practice choice. Email, an insurer portal and certified mail are all used. The statutes cited here do not require a method for this letter.

What makes a letter less useful?

Missing or incorrect reference details can make a letter hard to match to a file. A missing license number can prompt follow-up questions. Long requests in one paragraph can be hard to answer. These are observations about practice, not legal requirements.

What does an example outline look like?

The outline below is an example only. It is not a form to use as written, and a licensed Florida attorney should review any template before it is used.

• Date, insurer name and address, and the adjuster's name if known.
• Reference block: insured, policy number, claim number, date of loss, loss address.
• A statement that the insured has retained the public adjuster.
• The adjuster's name, firm, license number and contact details.
• A description of the engagement that matches the contract and the license.
• Short, numbered requests.
• Signature of the public adjuster. Some adjusters also include the insured's signature.
• Enclosure: the signed contract.

Where does ClaimCompass fit?

ClaimCompass is a claims CRM built for public adjusters. It is software, not a law firm, and nothing in it is legal advice.

Is this legal advice?

This article is general information, not legal advice. Laws and policies change, and your deadlines depend on your policy, your date of loss and the current statute. Check the current Florida Statutes or talk to a licensed Florida attorney before relying on anything here. Last reviewed November 4, 2026.

Frequently asked questions

What is a letter of representation in a property claim?

It is a letter that tells the insurer a public adjuster represents the insured on the claim and asks that communications go through the adjuster. Its contents are mostly practice rather than statute.

Does the insured sign the letter of representation?

Practice varies. Some adjusters also include the insured's signature, and the letter should be consistent with the signed contract. The statutes cited here do not set a format.

Does representation by a public adjuster change Florida's 7-day acknowledgment rule?

Section 627.70131(1)(c) exempts claimants represented by counsel from that rule, beyond forms and instructions. It does not mention public adjusters. Ask a Florida attorney how it applies.

Sources

• Fla. Stat. s. 626.854, Public adjuster defined; prohibitions
• Fla. Stat. s. 627.70131, Insurer's duty to acknowledge communications regarding claims; investigation