Claims

1Report all Claims

• For after-hours emergencies such as death, serious bodily injury, or catastrophic property damage, immediately call your respective claim departments.
• Report all claims in a timely manner to your respective insurance carriers. Failure to do so could impact the coverage on your claim.
• Report all incidents involving theft, vandalism, or other crimes immediately to the police. Obtain the police report as soon as possible.

2Get the Facts

• Download your carrier’s Incident Report Form and fill it out completely. If a form is not available, write down what, when, how and exactly where the accident or injury occurred.
• Obtain the names, addresses, and phone numbers of everyone involved. If possible, take pictures of the scene and the damaged property.
• For property claims, take the necessary steps to preserve property and mitigate any further damage. Don’t throw away damaged items until told to do so by an adjuster. Make temporary repairs when necessary and keep all receipts.

3Copy and Submit All Correspondence

• Copy all accident-related correspondence and mail the originals to your insurance carrier. Include all relevant reports, statements, bills, and letters.
• Send all correspondence as soon as you receive it—don’t let it pile up.
• Reference your policy number and claim number on each document.
• If you receive any type of legal papers, immediately call your insurance carrier claim department and fax the documents as soon as possible.
• Correspondence related to open claims may also be submitted via e-mail to your respective insurance carrier.

*Special Procedures

• If you’re served with a lawsuit, call your carrier and ask to speak with a Claims Manager.
• Don’t reveal information about your insurance coverage, other than your company information and agent’s name, to anyone.
• Don’t admit responsibility for the accident or injury.
• Don’t discuss the accident or injury with anyone other than your insurance agent or authorized representative, carrier associates, or law enforcement officials.
• Don’t give copies of documents to anyone other than your carrier’s associates or authorized representatives.
• REMEMBER: Anything you say to a claimant can be “used against you” when they file a claim. It’s wise to keep any discussion with a claimant to the minimum required. Hasty apologies, incomplete explanations, or rationalizations can impact your side of the story during the claims process or a law suit. Call us if you have any questions and when in doubt, consult an attorney.

What if an incident or loss occurs which doesn’t require a claim?

If an incident has occurred which does not appear to require filing a claim, contact us for assistance. Some carriers require you to report an incident, even if no claim is filed. Reporting an incident provides protection in the event of a future claim. Claimants often wait long periods of time before deciding whether to file a claim against you. Some business owners hesitate to report incidents to their carriers for fear that in doing so their insurance premiums may increase. Typically, insurance carriers increase premiums based on actual losses from claims, not on reported incidents. Carriers reserve the right to refuse to pay a claim from an incident not previously reported.

Report Losses in a Timely Manner

The faster insurance carriers receive a notice of loss, the quicker they can assist in managing the necessary claim recovery services and expedite the claim settlement process. Prompt notification on your part enables them to respond more quickly and appropriately.

A delay of just a few days, for instance, can increase costs by as much as 50 percent over a loss reported shortly after it occurs. A prompt report of loss can often reduce the business or activity downtime for damaged automobiles, office equipment, or other essential property. In the event of bodily injuries, injured and non-injured claimants can more quickly receive the instructions and attention they require to reduce the emotional and/or financial impact of an unfortunate accident.