Create the header once
Record each insurer or administrator, the party it represents, the claim number, adjuster or contact, telephone number, email or portal, and mailing address.
Use the same fields for every entry
Consistency makes missing responses and conflicting requests easier to spot.
- Date, time, and communication channel
- Name, role, and organization
- Incoming request or statement
- Your response or promised follow-up
- Files sent, including file names
- Next date to check or respond
Preserve the underlying document
A log entry should point to the email, letter, portal confirmation, voicemail, or document—not replace it. Save originals and note when a portal offers no receipt.
Turn unclear requests into questions
Ask what requested information will be used for and whether a broad request can be narrowed. Seek legal advice before making a decision whose effect you do not understand.