How to Organize Your Documents for a Slip and Fall Injury Claim

You need to organize your claim documents to negotiate effectively. Here’s how to handle paperwork like a pro to build a stronger slip and fall claim.

A well-organized document file keeps important information at your fingertips when negotiating a slip and fall claim. You can bet the insurance adjuster is looking at their file on you while you’re on the phone.

Organized documents are just as important when you’re hiring a personal injury attorney. The more information you bring to your initial consultation, the easier it is for the attorney to evaluate your slip and fall case.

Preparing Your Slip and Fall Claim File

The first step in organizing your documentation is to get the right materials to create an injury claim file. It doesn’t have to be fancy. You can find budget-friendly supplies at your local grocery, big box, and office supply stores, and online retailers.

The system you choose should allow you to organize multiple documents into sections so you can access them with ease.

Filing Systems

First, you’ll need a way to keep all the sections of your claim file together.

Filing options include:

  • Letter-size file box or plastic container that you can easily move
  • Magazine file holder
  • Hanging file box with folders that can be color-coded
  • Large plastic accordion-style file folder with several sections
  • Large three-ring binder

The amount of injury-related paperwork will grow throughout the claims process. Make sure you select an option that can expand or that can hold many documents.

Depending on what style you choose, you may need to purchase folders or dividers separately. If you use a binder, you’ll need tabbed dividers and a hole puncher. Hole-punch zip-top bags or large envelopes to hold photographs and receipts.

Create File Sections

You will also need to get labels for each file folder or section, if the container does not include them. Clearly label each section in your file. You can use a label maker, type your section names, or handwrite your labels.

Label the sections to include:

  • Correspondence
  • Medical Records and Bills
  • Wage Verification
  • Incident Reports
  • Witnesses
  • Photographs and Video
  • Notes

6 Tips for Organizing Slip and Fall Documents

Attorneys and insurance adjusters have a neatly organized file for each injury claim that comes across their desk. You can use the same organizational setup as the pros to help handle your injury claim with confidence.

If you’ve recovered from relatively mild injuries after a fall, you can probably negotiate with the insurance company on your own.

Severe injury claims should be handled by an experienced slip and fall attorney to get the full amount of compensation you deserve.

1. Label Your Injury File

Include your full name, injury date, the name and contact information for the insurance company’s point of contact, and your claim number. Don’t put private information on the outside of your file. You can keep personal information inside the front cover of your file.

2. Keep Contact Information Handy

It’s a good idea to have a contact list in the front of your file box or binder.

Include the name, address, phone, fax, and email for:

  • The location where you were injured
  • The property owner’s insurance company
  • The claims adjuster handling your claim
  • Your attorney
  • Your medical care providers

3. Consider Color Coding Your Files

For example, Cindy receives 13 medical bills from 8 different providers. Instead of combining them into one folder for medical bills, she assigns a folder for each provider. All of these folders are red so that she knows they are medical bills.

4. Stay On Top of Your Filing

Schedule a specific time of day or week to file your documents and make it a habit. Immediately after going through your mail might be an ideal time so that important documents don’t get lost or damaged before you file them.

File in chronological order, meaning the newest document in the front of its folder or section.

5. Retain Original Documents

Never hand over an original document, or your only copy, to the insurance adjuster. Make copies for your settlement demand packet.

Never write or highlight on an original document, including bills and receipts. Make copies for marking up or for sharing with the insurance company.

6. Keep Your Claim File Safe

Ensure you store it away from any children or pets who may damage or lose the documents. Maintain your privacy by storing your claim file away from prying eyes.

Including the Right Documents in Your File

Whether you intend to hire a personal injury attorney or not, organizing a file with the right documents is a necessary step for building a strong slip and fall injury claim.

Written Communications

Soon after you file an injury claim, you’ll start to receive correspondence and notices from people and companies connected to your claim, like the property owner and their insurance company.

Keep all correspondence in a dedicated section of your claim file. If you decide to hire an attorney, keep their written communication there as well.

If an attorney represents you, the insurance company should not be contacting you directly. Forward copies of all correspondence to your attorney for handling. 

You might receive written communication via email, facsimile, or through the postal service. Check your mail and email daily so as not to miss any critical or time-sensitive notices. For email correspondence, print out a paper copy for your claim file. You can also create a specific folder in your email software to save claim-related emails.

The correspondence section of your file should include the original communications sent to you and copies of letters sent by you.

The correspondence section should include:

  • The insurance company’s reservation of rights letter, saying they can deny the claim pending investigation
  • Your notification letter to the at-fault party and their insurance company
  • Letters of protection to medical providers promising to pay once your claim settles
  • Your demand letter to the insurance company
  • All correspondence to and from the insurance adjuster
  • Any other letters, notices, or emails

No matter the type of correspondence, file it in the order you received it, with the newest communications in the front.

Medical Bills and Statements

Medical bills and records are crucial to your injury claim. Without proof of a physical injury, you have no claim. Slip and fall injury compensation is largely based on the total of your medical expenses.

Gather and organize all injury-related treatment bills and receipts. Your medical bills should reflect the full cost of your treatment, even if health care coverage paid most or all of the expenses.

Medicare, Medicaid, and private health care insurance companies can file a subrogation lien against your settlement to recover what they spent on your behalf, so make sure you include the full amount of medical expenses in your claim. 

File every medical bill or statement you receive from a medical provider in date order. Be sure to include every type of medical bill, not just the ones from your doctor or the emergency room.

Don’t overlook bills from:

  • Mental health providers for injury-related issues
  • Radiology departments, and separate bills from the radiologists who read the test results
  • Ambulance or life-flight care at the scene
  • Hospital bills including those for surgery or inpatient stays
  • Chiropractors and physical or occupational therapists
  • Out-of-pocket expenses for medications and medical devices

Include receipts for replacement services. For example, if you had to hire someone after the injury to do things you usually would do yourself, like mow the lawn, shovel snow, or care for your children.

Also, retain the proof of any transportation or food expenses related to receiving medical care.

Medical Records

You’ll need copies of your medical records to link your injury to the slip and fall event and to justify the type and amount of medical treatment you received for your injuries.

Any medical provider who sends you a bill should have corresponding records detailing your care. However, you won’t get copies unless you ask for your medical records in writing.

Property Damage Documentation

A slip and fall can cause damage to personal property. Items such as eyeglasses, laptops, mobile phones, clothing, shoes, watches, wedding rings, and other valuable jewelry can sustain damage in a fall.

You need to document the expense of replacing or repairing damaged items. Include in your file purchase receipts, professional valuations, and any bills for the repair or replacement of your property.

Proof of Lost Wages

If you intend to seek compensation for lost wages, you will need a letter from your employer supporting your claim for wage reimbursement. Ask your employer for a written statement detailing the number of hours or days you did not work and your wages.

If you’re self-employed, you may need prior-year tax returns, profit and loss statements, evidence of lost assignments after your injury, or other ways of showing your loss of income.

This section of your files will likely be the smallest, but it is no less important.

Documentation of Your Slip and Fall Accident

Your injury claim must establish that the property owner was responsible for your accident. Include in your file any documentation showing or even suggesting that the property owner caused your injury.

If you have access to witness statements and the witness’s contact information, place them in this section in alphabetical order by last name.

If you hire a slip and fall lawyer, they will want to speak to any witnesses. The at-fault party’s insurance company will likely want to contact them as well.

Other documents to include in this section are:

  • Any applicable police reports
  • Incident reports from the property owner where your fell

Photographs and Videos

Pictures and videos are essential evidence for your claim. Today’s technology makes it possible to easily capture photographs after a slip and fall. Most cell phones take great pictures.

Whenever possible, get pictures or videos at the scene of the fall. Include any notable conditions in the area, such as an icy sidewalk or a freshly mopped floor lacking a caution sign.

Take pictures and videos of your injuries as soon as possible after the fall and throughout your recovery.

When taking photos and videos, be aware of the lighting conditions and use the flash option as needed to take the best picture you can. Never edit the pictures or apply filters. You don’t want to be accused of falsifying the images.

Save digital images and also print pictures in color using quality paper.

Write the following on the back of each image:

  • The date of the photo
  • Who took the photo
  • A brief description of what it shows

Your Personal Notes Are Vital

Detailed notes can make a significant difference in a slip and fall claim. A legal notepad, journal, or even a simple notebook will work. You can also type your notes.

As soon as possible after the accident, write down a description of what took place, and the medical attention you required. Waiting too long to document your case could cause you to forget details or recall things incorrectly.

Your notes should be dated and detailed. Take notes often throughout your claim. You can update prior notes if necessary.

Your notes may include:

    • Your daily pain levels, sleep disturbances, anxieties, and side effects from treatment
    • The date, time, and details of all phone or in-person conversations with the insurance adjuster, medical caregivers, the property owner, your attorney, and anyone else connected with your claim
    • A running log of settlement offers and counteroffers, and notes regarding your negotiations
    • Descriptions of your limitations during recovery, like if you need help with personal care, meals, pet care or other tasks, and who helped you

Your notes can serve as vital evidence in support of the pain and suffering portion of your settlement demand.

Keep in mind that, as evidence, your notes can be reviewed by the insurance company and a jury. Don’t include language or opinions in your notes that you wouldn’t want to be read out in court.

Maintaining a Slip and Fall Claim Calendar

Along with your claim documents, keep a calendar that tracks essential events and appointments related to your personal injury case. Check your calendar every day until your claim settles.

Key dates for your calendar:

  • Note each of your medical appointments, therapy dates, and when you send or receive
    relevant correspondence.
  • Whenever you and your claims adjuster agree to make contact, write it on your calendar. You can hold your claims adjuster accountable by keeping track of when you spoke with them.
  • Write the expiration of your state’s statute of limitations on your calendar. The statute of limitations is the deadline to file a lawsuit. The insurance company will not remind you of the deadline. It’s not their responsibility to ensure your claim settles before time runs out.

Get the Legal Help You Need

Don’t wait until the statutory deadline is looming to contact a personal injury attorney. Your attorney will need time to gather evidence and build your case before filing a lawsuit.

Most law firms offer a free consultation to injury victims or their family members. A personal injury lawyer will usually work on a contingency fee basis, meaning they won’t get paid unless they settle your claim or win your case in court.

Getting the legal advice you need doesn’t have to be complicated or expensive. Leave your checkbook at home, pick up your injury claim file, and meet with a knowledgeable attorney to learn how they can help.