A customer needs a letter for their insurer
A customer's phone has been run over. The screen is shattered, the frame is bent and the board may be damaged. They are claiming on their gadget or home insurance, and the insurer wants a report from a repair shop: what is wrong, whether it can be repaired, and at what cost, or a letter saying it is beyond economical repair.
Your technician inspects it, then someone types a letter in a word processor, pastes in a couple of photos and prints it on letterhead. The next one is written differently. The insurer asks for the IMEI, which is not on the letter, or a breakdown of parts and labour, which is not there either.
Reports are occasional, so no process exists
Insurance reports come in now and then, so each is treated as a one-off. The information needed is already in the shop: the device model and IMEI from check-in, the condition photos, the technician's findings, part prices. But nobody has put it together into a standard report.
- Each report has a different layout and level of detail.
- IMEI and serial numbers are left off or mistyped.
- Photos are taken on a personal phone and pasted in.
- Costs are worked out again for each report.
- Issued reports are not stored against the ticket.
Why this matters
A slow report leaves the customer without a phone while their claim waits. An incomplete report comes back from the insurer with questions, which means more work for you and a longer wait for them. A shop that produces clear reports quickly becomes the one customers recommend when a friend has an insurance claim.
Reports also carry your shop's name. An insurer or loss adjuster who receives a clear, consistent report from you is more likely to see you as a reliable repairer, while a scrappy letter with missing details reflects on the shop as a whole.
Whether a device is beyond economical repair is your technician's professional view. Whether the insurer pays is their decision. We do not give opinions on claims; we make sure the report is clear, accurate and quick.
A report tool that reuses what you already recorded
We build a report tool linked to your repair tickets.
- The report starts from the ticket, so the model, IMEI or serial, and check-in condition photos are filled in automatically.
- The technician records findings area by area from a checklist, with photos from the bench tablet, and marks any areas they could not assess.
- Repair costs are built from your parts and labour prices for that model, itemised as insurers usually expect.
- If the technician's view is that the repair is not economical, they record the reason, and the report states it in your standard wording.
- The report is produced on your letterhead with a reference number and the date, and sent to the customer by email.
- The issued report is stored on the ticket, so a later query from the insurer can be answered from the same record.
| Section | Filled from |
|---|---|
| Device and IMEI | Check-in record |
| Condition photos | Check-in and bench tablet |
| Findings | Technician's checklist |
| Costs | Your parts and labour prices |
| Conclusion | Technician's recorded view |
Reports in minutes, the same every time
Customers get their report quickly, often while they wait. Insurers get the same clear layout every time, with the details they ask for. Staff do not need to know how to write a report, because the tool assembles it. And if the insurer approves the repair, the report becomes the repair ticket, with the costs already set out.
If you charge for reports, the fee can be added to the ticket in the same step, at an amount you decide.
Do insurance reports take too long?
- Reports are typed in a word processor each time.
- Insurers come back asking for IMEI or a cost breakdown.
- Photos are pasted from staff phones.
- Each staff member writes reports differently.
- You cannot quickly find a report you issued last month.