Claims Procedure

1. Policy Conditions
Prompt notification of claims is a condition of all insurance policies and failure to comply with this might prejudice your position should a claim occur. It is therefore essential that any claim made against you or / any occurrence which might give rise to a claim is notified IMMEDIATELY in accordance with policy conditions. Insurers / Charter Insurance Brokers Ltd then have an opportunity of giving you guidance and advice as necessary.

You should have been provided with a supply of the appropriate claims' notification forms for your use if not then please contact Charter Insurance Brokers Ltd

2. Practical action when the incident occurs

Loss of or damage to property
Obtain estimates for repairing the damage as soon as possible. Any temporary repairs necessary to make the property weatherproof or secure against thieves can be put in hand immediately, but retain the bills as the cost may well form part of your claim. However, Insurers should be given an opportunity of inspecting the damage before permanent repairs are commenced.

If this is not possible or in case of doubt, use of photographs of any damage/keeping damaged parts/items can prove to be most useful in processing your claims.

If property has been lost or stolen or damage is caused by malicious persons or acts of Terrorism, notify the Police. In the case of Riot or Civil Commotion notification must be made to Insurers within days of the incident.

All injury, accident or potential liability claims
DO NOT TAKE ANY ACTION, WHICH IS LIKELY TO PREJUDICE YOUR INSURERS' POSITION. MAKE NO ADMISSION OF LIABILITY, PROMISE OR PAYMENT.
Please notify Charter Insurance Brokers Ltd as quickly as possible following any incidents which may give rise to a claim of personal injury to staff or customers/visitors, other Third Parties, accidents, damage to Third Party property etc.

Any accidents reportable under RIDDOR must be notified to Insurers (via Charter Insurance Brokers Ltd). Following the implementation of the Civil Justice Reforms early investigation of incidents is essential. The Pre Action Personal Injury protocol indicates disc losable documentation you will need to provide to insurers. The Schedule of Documents is set out overleaf.

In the case of bodily injury, if plant, machinery or equipment are involved it is most important that any part or parts concerned should be preserved and no improvement or adjustment should be made to any machinery until after an inspection by your Insurers' representative. No inspection of any part of machinery should be permitted without Insurers' consent and great care should be taken to preserve any evidence, which might be helpful in ascertaining liability.

How and who to notify claims to

If someone is holding you responsible for damage to their property or for bodily injury to them, it is most important that you send to Charter Insurance Brokers Ltd as detailed below without delay any Letter of Claim, Part 36 Offer or Claim Form (formerly known as Writ, Summons) or other legal documents served on you, or correspondence received from Third Party Solicitors / Insurers unacknowledged.

1. Claims arising from Incidents previously Notified
   If the Incident has already been previously notified to Charter Insurance Brokers Ltd immediately forward the Letter of Claim / Part 36 Offer / Claim Form / Legal Documents
   
2. First Notification
   If the Letter of Claim / Part 36 Offer / Claim Form / Legal Documents is the first notification please immediately contact Charter Insurance Brokers Ltd so that we /Insurers can advise you on the course of action.
   
   You will need to as a matter of urgency obtain as many of the documents indicated in the Schedule of Documents (formally set out in the Pre-Action Protocol) in order for Insurers to make an informed decision on liability.