How adjusters value a claim — where the number actually comes from

The figure on the offer letter was not chosen. It was assembled, from parts databases, labour rates, comparable vehicles and, increasingly, models. Knowing which input produced it tells you which ones are worth disputing.

Updated September 13, 2026 Intermediate

“Where did they get that number?”

It was assembled rather than decided, and the pieces are knowable. An adjuster valuing a car claim is not forming an impression of what seems fair; they are running a specific procedure, with named inputs, most of which are written down somewhere you are entitled to see. The short answer to the question is: from a parts and labour database, a labour rate, a market comparison, and a set of policy limits and deductions. The useful answer is knowing which of those produced the part of the number you disagree with, because they are disputed in entirely different ways.

Repair, or total loss — the first fork

Before anything is valued, the claim is sorted into repair or total loss, and the sorting is arithmetic. The estimated cost of repair is compared with the vehicle’s value, and once repair costs cross a proportion of that value, the insurer declares a total loss and pays the value instead. Where the threshold sits varies, and in some places it is fixed by law rather than chosen by the insurer. We state no figure for it here, and a figure you read somewhere else is not safe to assume: the way to find the one that was applied to your car is to ask the insurer, in writing, which threshold it used and on what basis.

This fork explains a thing claimants find perverse: an older car with moderate damage is written off while a newer car with worse damage is repaired. Nothing about the damage decided it. The denominator did.

If it is repaired

A repair estimate is a line-by-line document, and almost every line is a claim about a fact. Each damaged part is identified and priced; each operation is assigned a labour time from an industry database; the times are multiplied by a labour rate; paint and materials are calculated; and the total is offset by the deductible.

The lines that carry the disputes are these. Part type — original manufacturer, aftermarket, or recycled — changes the price materially and is recorded on the estimate in abbreviated form. Labour rate is what the insurer will pay per hour in your area, and shops that charge more than it will bill you the difference unless someone negotiates. Labour times come from a database of standard operations and do not account for a particular car’s corrosion, previous repair, or the fact that a bolt sheared. Betterment is a deduction where a repair leaves you with something newer than you had — new tyres replacing worn ones, typically — and it is legitimate in principle and frequently applied more broadly than it should be.

And the estimate is provisional by design. It describes visible damage. The mechanism for everything else is the supplement: the shop strips the panel, finds what is behind it, submits a revised estimate, and the insurer approves or queries it. An owner who fights the first estimate is usually fighting the wrong document.

If it is a total loss

Now the valuation changes character entirely. The insurer owes the vehicle’s value immediately before the crash — actual cash value, in most policy wordings — and that value is established by comparison. A valuation report lists vehicles of the same make, model, year and trim recently offered or sold in your market, adjusts each one for mileage, condition and equipment differences, and produces a figure.

Every step of that is arguable, and the report is the thing to ask for. Comparables drawn from too wide a geographic area, a trim level below yours, mileage adjustments applied in one direction, condition assessed from the photographs of a wrecked car: these are ordinary errors, not conspiracies, and they are found by reading the list. Documented recent expenditure — new tyres, a major service, a replaced transmission — is evidence of condition and belongs in front of the adjuster with its receipts.

What actual cash value does not include, in most policies, is what you paid, what you owe, or what it will cost to replace the car with something equivalent today. Those are three different numbers and none of them is the one being calculated.

If someone was hurt

Injury valuation runs on a different logic again, and it is the part of claims practice where automated assistance has drawn the most criticism. The medical costs and lost income are, in principle, arithmetic: documented, invoiced, added up. The rest — pain, limitation, the things that do not have invoices — is evaluated by judgment, and in many insurers that judgment is now anchored by software that takes coded medical information and returns a value range, from which the adjuster negotiates.

The criticism is that the range is treated as an answer rather than as an input, that the coding of a medical record is a poor proxy for the severity of an injury, and that a tool calibrated to the insurer’s own settlement history will reproduce that history. The defence is that consistency across thousands of files is itself a fairness property, and that adjuster discretion produced wide variation for identical injuries. Both descriptions are recognisable to people who work in claims. What we cannot tell you is what your own regulator asks of an insurer that leans on a tool of this kind — whether an offer has to disclose that a model informed it, and whether you may require a person to look again. That is local regulation, and the supervisor named in the data below is both where the answer lives and where a complaint about handling goes.

What actually moves a number

Not argument. Documents that contradict a specific input. A repair estimate is moved by a shop’s written justification for a longer labour time or a different part, or by a supplement with photographs of what was behind the panel. A total-loss valuation is moved by better comparables and by receipts establishing condition. An injury valuation is moved by medical records that describe function and duration rather than diagnosis alone.

If none of that resolves it, most policies contain an appraisal or expert-determination clause, under which each side appoints a valuer and a third decides between them. It is faster and cheaper than litigation and it is frequently forgotten. The regulator for your jurisdiction, listed below, takes complaints about how a claim was handled — which is a separate question from whether the number was right, and is sometimes the easier one to win.

What we do not know

We cannot tell you what your car is worth; that is what the comparables are for. We cannot tell you which valuation tools your insurer uses or how its adjusters are instructed to treat their output, because that is not published. And we do not know how much of the variation between two offers on similar claims is the difference between two markets and how much is the difference between two adjusters.

What is knowable is the document. Every figure in a claim rests on a written basis, you are generally entitled to ask for it, and the number that survives being read line by line is usually the right one.

Rules in your jurisdiction

Deadlines, fault rules and minimum coverage differ by state and country. Pick yours to see the rules that apply to this topic.

Select a jurisdiction to see its rules.

Frequently asked questions

Can the insurer insist on aftermarket or used parts?

Often yes, depending on the policy wording and on what your jurisdiction permits — several regulate the use of non-original parts, require disclosure on the estimate, or restrict it on newer vehicles. Read the estimate line by line: the part type is written there, usually abbreviated, and it is one of the easiest things to query.

Their total-loss offer is less than I owe on the car. What now?

The offer is based on what the vehicle was worth, not on your loan balance, and the gap between the two is real and common. Gap coverage exists to close it; if you do not have it, the shortfall is yours. You can still dispute the valuation itself by challenging the comparable vehicles used.

How do I dispute a valuation I think is wrong?

Ask for the written basis first — the estimate with its part types and labour rate, or the list of comparable vehicles with their mileage, trim and adjustments. Most disputes are resolved by finding an error in that document. If it is not resolved, many policies contain an appraisal or expert-determination clause that lets each side appoint a valuer, and a regulator takes complaints about handling.