Subrogation Identification and Referral Worksheet

This worksheet is used to flag a claim for possible subrogation, document why a third party may be responsible, and send the matter to the subrogation unit with the supporting evidence. It helps standardize referrals so adjusters and recovery teams get the same core facts every time. The template is focused on claim recovery, not on general claim intake.

Use it as soon as a third-party liability theory appears credible, such as a vehicle collision, property damage caused by a contractor, or a product-related loss. Early referral matters because evidence can disappear and deadlines can be missed. If liability is still unclear, the worksheet can still be used to capture the known facts and route the file for review.

It is typically completed by an adjuster, claim handler, investigator, or supervisor who has enough facts to identify the loss and the possible responsible party. The person completing it should be able to summarize the liability basis and attach the available evidence. The subrogation unit then uses the referral to decide whether to pursue recovery.

Attach the documents or files that support the liability theory and recovery amount, such as photos, incident reports, statements, repair estimates, invoices, or correspondence. Use conditional logic or progressive disclosure so only relevant evidence types are requested for the claim line of business. Avoid attaching unnecessary PII or unrelated claim materials.

Use it every time a claim presents a possible third-party recovery opportunity, rather than relying on ad hoc emails or notes. A consistent referral process makes it easier to track audit trail, follow up on missing evidence, and measure referral quality. It also reduces the risk that recoverable claims are overlooked.

Common mistakes include leaving the liability basis too vague, entering an estimated recovery amount without any support, and forgetting to include the claim number or loss date. Another frequent issue is collecting more PII than the subrogation team actually needs. The worksheet should keep required fields limited to the minimum necessary for referral.

Yes. You can tailor the evidence fields, liability indicators, and routing questions for auto, property, workers' compensation, or specialty claims. Conditional logic is especially useful when different lines of business require different evidence or different referral thresholds. Keep the structure consistent so the subrogation unit can review referrals quickly.

An email thread is easy to start but hard to standardize, search, and audit. This worksheet creates a repeatable intake format with required fields, validation, and a clear submission attestation. That makes it easier to track what was submitted, what evidence was included, and what still needs follow-up.

After submission, the referral should route to the subrogation unit or designated reviewer with the attached evidence and contact details for follow-up. The reviewer can then assess liability, request missing documentation, or decline the referral if recovery is not viable. The form should clearly state this handoff so the submitter knows the next step.