Total Loss Identification Worksheet

This worksheet is used to screen a vehicle claim for likely total loss status by comparing actual cash value, estimated repair cost, supplements, and the applicable state threshold. It gives estimators a consistent place to record the numbers behind the decision. The output is a documented screening result, not a final legal determination. It is most useful when you need to triage claims before sending them to a total loss specialist or manager.

Use it as soon as you have a credible repair estimate and a current ACV, then update it if supplements change the math. It works best during initial estimate review and again after any supplement that could move the claim across the threshold. If the vehicle is obviously repairable or obviously a total loss, you may not need a full screening pass. The worksheet is most valuable in the gray area where the threshold is close.

An estimator, adjuster, or claim reviewer usually completes it, depending on your workflow. The person filling it out should understand valuation inputs, repair estimate structure, and the state threshold rule being applied. A supervisor or total loss reviewer can then confirm the escalation decision. If your process separates estimating from approval, this worksheet helps preserve a clear audit trail between roles.

No. It is a screening worksheet that helps identify claims that likely need escalation. Final handling may depend on state rules, title requirements, salvage procedures, and insurer policy. The worksheet should point to the next action, such as review, escalation, or additional valuation work. It should not be treated as the only authority for settlement or disposition.

The main risk is using an outdated threshold or an undocumented source for the threshold comparison. You should also record the valuation source, review date, and any attachments that support the estimate or ACV. If the worksheet includes claimant or vehicle details, keep the data limited to what is needed for the claim. Clear notes and an audit trail help support internal review and state-specific handling.

Add a controlled field for state and a threshold source field so reviewers can see which rule was applied. If your organization uses different escalation paths by state, use conditional logic to show the correct next-step fields or reviewer assignment. You can also add carrier-specific notes, salvage contact fields, or title handling steps if those are part of your process. Keep the core comparison fields unchanged so the worksheet stays consistent across claims.

Common mistakes include leaving out supplements, using the wrong state threshold, and recording ACV without noting the source date. Another frequent issue is treating the worksheet as final when the estimate is still changing. Teams also sometimes skip attachments, which makes later review harder. A clear review date and reviewer name help prevent confusion about which version was used.

Yes. It can sit alongside estimate intake, valuation review, salvage assignment, and approval workflows. The claim number and VIN fields make it easy to connect the worksheet to a claims system or document repository. If your platform supports automation, you can route likely total losses to a supervisor or total loss queue based on the screening result. The worksheet is designed to be a reusable step in a larger claim process.