Claims Notification Procedures - Motor

In the event of an accident:

Third Party incidents:

• DO NOT ADMIT LIABILITY
• Exchange names, addresses, Tel. nos. and Insurance Companies
• Note the registration number and make/model of any other vehicle(s) involved
• Sketch a plan of the scene
• Note what was said
• Obtain witness details
• Were vehicle lights on?
• Note any signals made by either party

Contact the Police if:

• Anyone is injured
• A dog or farm animal is injured
• A Third Party fails to stop
• Street furniture or Third Party property is damaged
• An offence has been committed
• Your vehicle has been stolen or broken into - obtain a Crime Reference Number

Note:

• Time, date, location
• Traffic, weather and road conditions

A motor claim form should be completed as soon as possible and forwarded to Charter Insurance Brokers Ltd – This can be downloaded as a PDF document by clicking here.

It is important that incident report forms are completed fully and accurately in all cases. A form must be completed and sent to Charter Insurance Brokers Ltd, even where there is no Third Party involved and the cost of repairs to the Company vehicle is less than any excess applicable. Incidents occurring outside the UK or involving fatalities should be reported to Charter Insurance Brokers Ltd immediately.

Failure to report an incident could result in a delay to the authorisation of repairs or indemnity being refused.

Repair of Company Vehicles - Approved Repairers

1. A report form should be completed immediately and sent to Charter Insurance Brokers Ltd
2. During office hours you should ring your Claims Handler to report the accident, who will confirm the nearest approved repairer.
3. The driver or allocated car user should then make arrangements for the vehicle to be taken to the approved repairers. The approved repairer should collect the vehicle if it is undriveable. You must advise the approved repairer of your policy number.
4. The vehicle can be booked in for repairs at a time that is convenient for you. The repairer should proceed with repairs, calling an engineer to inspect the vehicle, if necessary.
5. The driver should keep in regular contact with the garage throughout the repair process.
6. The driver will be required to settle any excess and VAT upon collection of the vehicle. The balance of the account will be sent to the Insurers direct. If the accident is a potential recovery then a copy of the excess receipt should be sent to Charter Insurance Brokers.

Vehicle undriveable
Call Charter Insurance Brokers Ltd as soon as possible giving details of the vehicle and driver, together with the full location of the vehicle. If at all possible then a report form should be faxed/emailed over at the same time, as the engineer will be unable to authorise repairs at the time of inspecting without it. The original report form can then be sent in the post.

Total losses
If a vehicle is declared a total loss (write-off), the Insurers will notify Charter Insurance Brokers Ltd. A copy of the original purchase agreement will be required, along with the original MOT certificate (if applicable), copies of servicing documents and the original VRD. If the vehicle is the subject of a lease or hire agreement then the name and address of the lease/hire company will be required. The Insurers should liaise with the leasing company direct regarding the appropriate total loss figure.

Theft of a vehicle
If a vehicle is stolen and not recovered, the Insurers will follow the same procedure as for Total Losses. Should the vehicle be recovered after settlement has been made the vehicle will become the property of the insurers.

Serious Personal Injury
In the event of serious injury Charter Insurance Brokers Ltd should be notified immediately by the driver or, if this is not possible, by someone on the drivers behalf. Charter Insurance Brokers Ltd will advise if any further information is required and notify the Insurers immediately if necessary. The Insurers may wish to instruct a Solicitor to protect the interests of the driver or his representatives and/or the interests of themselves.

Notice of Intended Prosecution
If the driver of the vehicle receives notice of intended prosecution following an accident, advise Charter Insurance Brokers Ltd as soon as possible so that the Insurers can be notified. Should a writ or summons be received, fax a copy to Charter Insurance Brokers Ltd immediately, and forward the original by First Class Post.

Third Party Correspondance
Any correspondence received from a Third Party or their representatives should immediately be sent to Charter Insurance Brokers Ltd. The Insurers have 21 days from the date of post to respond to a first letter of claim. The Insurers only have 3 months to investigate and come to a decision on liability.