Reporting a Claim or Circumstance Checklist
To maintain coverage for claims, they must be reported within the timeframe specified in your
1. Report a claim or circumstance by providing written notice via email to the email in your policy or to your insurance agent who will submit the claim notice for you.
2. All principals and staff members involved should be prepared to document the details of what led to the
claim or circumstance. Your written report should include the following:
• Your firm’s name and address
• Your policy number
• Date, time, and location of the situation
• Brief description of the allegation against you
• Name of person or entity making the claim
• Amount of demand, if known.
• Gather and be prepared to provide:
• Lawsuits or legal proceedings
• Your professional services agreement for the project
• Any other pertinent documents, including newspaper accounts, photos, etc.
3. If the claim or incident involves a traumatic situation (collapse of a structure or serious bodily injury, etc.),
take photographs of the claim site if possible. Amateur photos taken promptly are more valuable than
professional photos taken at a later date.
4. Consult with your claim professional before you agree to attend any conferences arranged for
the specific purpose of discussing the situation.
5. Do not sign or accept releases from any parties without first obtaining approval from your
6. Keep all pertinent letters of agreement for services, correspondence, and memoranda.
7. Accept all letters, memoranda, and suit papers without comment or argument. Do not admit liability
and do not attempt to place blame.
If you need additional assistance during the claim process contact your insurance agent. They can assist you with the claim process if needed. For more information please contact your Professional Underwriters Agent or contact us here.