Melbourne, Florida · Serving clients statewide

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Michael P. Sapourn, JD, CIC, CRM
Agency Practices

Agency File Documentation Standards

The short answer

In a he-said, she-said E&O case, the agency file often decides the outcome. Michael Sapourn evaluates agency documentation practices in litigation and audits agency files to help agencies reduce E&O exposure.

The file speaks for the agency

The quality of an agency’s documentation says a great deal about its business practices. Sloppy, incomplete, inconsistent files are a plaintiff attorney’s dream. Well-organized, well-documented files can support the agency’s position in a he-said, she-said courtroom dispute.

Anyone reading a client file should be able to follow the history of transactions, discussions and decisions in:

  • Phone logs
  • Email
  • Risk exposure questionnaires
  • Proposals and quotes
  • Policies
  • Client correspondence
  • Company correspondence
  • Voicemail records

Agency E&O audits

As part of an agency E&O audit, Mr. Sapourn reviews a sample of customer files, makes recommendations and provides examples of better practices. Consistent, complete documentation acts as a shield in litigation.

Mr. Sapourn is retained by both plaintiff and defense counsel for case analysis, opinion reports, affidavits, depositions and trial testimony. Request his CV and Rule 26 disclosure through the contact form.

Frequently asked questions

What should be in an agency client file?

Phone logs, email, risk exposure questionnaires, proposals and quotes, policies, client and company correspondence, and voicemail records, organized so the history of discussions and decisions is clear.

Do you audit agency files outside of litigation?

Yes. An E&O audit reviews a sample of client files and recommends specific improvements.

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Talk to a lawyer who knows how insurers think.

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