Subrogation and Recovery Operating System

Recovery is a process, not a hope.

This playbook installs a simple operating system to:

• identify subrogation candidates early
• capture evidence before it disappears
• pursue recoveries consistently
• reconcile recovered dollars so Finance sees the impact

What you will produce

1. Subrogation candidate log
2. Evidence checklist
3. Recovery pursuit workflow
4. Monthly recovery dashboard

Beginner-safe definitions

Subrogation: recovering claim costs from the responsible third party.

Recovery: money received back through subrogation, reimbursements, or credits.

Step-by-step implementation

Step 1: Define subrogation triggers

Examples:

• a third party caused damage
• a vendor performed work and an incident occurred
• a vehicle incident where another driver is at fault

Step 2: Capture evidence early

Evidence checklist (copy and paste)

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Subrogation Evidence Checklist

- Incident report
- Photos and video
- Witness statements
- Contracts or work orders (if vendor involved)
- Certificates of insurance (if applicable)
- Police report (if applicable)
- Timeline of events
- Contact details for third parties

Step 3: Track candidates and pursue recoveries

Subrogation candidate log (copy and paste)

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Subrogation Candidate Log

| Claim ID | Date of loss | Why subrogation applies | Target party | Evidence link | Status | Owner | Expected recovery |
| ------- | ------------ | ----------------------- | ------------ | ------------ | ------ | ----- | ----------------: |

Recovery request email (copy and paste)

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Subject: Subrogation pursuit request

Hi [Name],

Please pursue subrogation for Claim [ID].

Basis:
- Responsible party:
- Summary of facts:

Evidence link:
Expected recovery range:
Deadline or statute considerations:

Please confirm next steps and expected timeline.

Thank you,
[Name]

Step 4: Reconcile recovered dollars

Monthly recovery dashboard (copy and paste)

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Monthly Recovery Dashboard

Month:
Total recoveries received:
Recoveries by claim:
Top pending recoveries:
Barriers or delays:
Actions for broker or TPA:

Common failure modes

• evidence is not captured early, so subrogation fails
• candidates are identified but never pursued
• recoveries happen but are not reconciled, so savings are invisible