Keeping Property Insurance Claims Moving: 5 Common Causes of Delays (and How to Help Prevent Them)

By Katherine DePeña, Owner, Notary by Kathy & Co.

Property insurance claims require organization, communication, and teamwork. Even when everyone is working toward the same goal, delays can happen for reasons that have little to do with the claim itself.

As the owner of Notary by Kathy & Co. and a full-time litigation paralegal with over 15 years of legal experience, including more than five years handling property and casualty matters representing homeowners. I understand how important it is to keep documentation and communication moving efficiently.

Here are five common causes of claim delays and simple ways to help keep the process on track.

1. Incomplete Documentation

Missing estimates, photographs, invoices, or supporting documents can delay the claims process while additional information is requested.

Tip: Use a document checklist and review submissions before sending them.

2. Delayed Client Responses

Homeowners are often managing repairs, work, and family responsibilities after a loss, making it easy for requests to go unanswered.

Tip: Set clear expectations early and explain why timely responses are essential.

3. Waiting on Third Parties

Claims often involve contractors, engineers, attorneys, restoration companies, and insurance representatives. A delay from one party can impact everyone.

Tip: Maintain regular follow-ups and keep all parties informed of outstanding items.

4. Scheduling Notarized Documents

Some claim-related documents require notarization, and coordinating schedules can create unnecessary delays.

For documents legally eligible under Florida law, Remote Online Notarization (RON) allows clients to complete the notarization securely from almost anywhere. Evening and weekend appointments can also help keep the process moving.

5. Communication Gaps

Clear communication between homeowners, public adjusters, contractors, attorneys, and insurance carriers is critical. Small misunderstandings can quickly lead to missed deadlines and unnecessary delays.

Tip: Confirm important conversations in writing and keep clients updated throughout the process.

Final Thoughts

While every property insurance claim is unique, staying organized, communicating consistently, and addressing potential issues early can help create a smoother experience for everyone involved.

If you or your clients need a dependable Florida Remote Online Notary for documents eligible for remote notarization, Notary by Kathy & Co. offers secure, flexible evening and weekend appointments designed to fit busy schedules.

786-300-1771

kathy@notarybykathyandco.com