How to File Your Claim
If you have discovered damage to your home or business and you're filing a claim with your insurance company, make sure your claim is properly filed.
Options for filing:
Option 1: Phone it in and take notes.
The most common way of filing a claim is to phone it in. Many property owners begin filing their claim by calling their agent. Typically the insurance agent will then assist them. Your agent may give you a phone number to call. Occasionally an agent may call your claim in for you. During the phone call, the insurance company representative will then take your name, phone number and policy number and ask for a brief description of the damage. At that time the insurance representative will either give you a claim number or will call you back with a claim number. If your insurance company does not give you a claim number or call back within a day or two with a number, then don’t assume that your claim has been filed.
A True Story
I recently had a claim in Florida. The homeowners were a couple in their seventies, who lived in a condo along the coast. Due to hurricane damage, they called in a claim to their insurance company. Someone on the phone took their information and told them that they would have someone call once a claim number had been assigned. After a week, no one had called back, so they called again, only to be told the same. The property owners then forgot about their claim, reasoning that the insurance company would eventually get to them. They knew insurance companies were busy from the hurricane. Indeed, over 180 units in their own 200+ condominium complex had damage. When I met them five months after the storm, no contact had been initiated by the insurance company. When we began the process of assisting them with their claim, we found that there was no record of the claim on the insurance company’s files. When we reported the claim again we had to provide documentation that the homeowner had already reported the claim. Fortunately, the homeowners had a few notes that they had taken on their own, and we were able to finally open the claim.
Moral of the story: always make sure that you receive a claim number as soon as possible. This can help assure you that your claim is in the system and enables you and your insurance company to make quick reference to the status of your claim. (Note: on some occasions your claim number might be the same as that of your policy).
It is very important to write down the claim number and the name and phone number of the adjuster if it has been provided. Usually within a day or two an adjuster will be assigned to your claim. Once an adjuster is assigned a visit will be scheduled.
In a catastrophic situation where many properties in a given local are affected (like a hurricane, earthquake, hail storm, tornado) it may take several weeks before an adjuster actually visits your property. If an adjuster has not scheduled a visit within the first ten to fifteen days after filing your claim, you should contact your insurance company. Give them your claim number and name. By that time they should be able to give you the name and phone # of the adjuster who has been assigned to your claim. You may need to call him/her directly to schedule a visit.
Option 2: Email
A great way to file your claim is through email or your insurance company's website as directed by your agent. The important thing is that you have a record of claim number and filing date. An email trail is easily followed. Always ask for a read receipt when emailing, this will tell you when your email was read and by whom. (Search your email provider if uncertain how to do this)
Option 3: Certified, Return Receipt
An excellent way to file your claim is by certified, return receipt mail. With this you will know exactly when your claim file was received and by whom. You will have a signature on the card that is sent back to you from the post office. Even if you filed your claim by phone, it is still a good thing to have a paper record.
All correspondence with your insurance company should have: Your name (as it appears on your policy), your mailing address, your property address, your policy #, your date of loss.
It should be addressed to your insurance company (ask your agent if you are unsure of the address). The text of it should read as follows:
Date:
Dear Claims Department:
I/we are writing to inform you that our property at the above address has been damaged as a result of the recent _______________(event) . This event occurred on M/D/Y Could you please send someone to inspect my/our home? I/we can best be reached at home( ) ___-____- or work/cell ( ) ___-_____.
Your prompt attention to this matter is appreciated.
Sincerely,
Your Signature
Your name typed
The next important step you will want to do is to begin to build a file of all the pertinent information.
Although you may file your claim by phone it is important to follow up the filing of your claim with a letter. It should be addressed to your insurance company and may read something like this:
Dear (Claim Department)
This letter serves as confirmation to my phone conversation of Month/day Year with Name____________ of Department Name_______________, I have been assigned a claim number of #____________ I await an adjusters visit to my property.
Thank you for your help.
Sincerely,
Your Signature
Your name typed
Following these simple guidelines will help you move forward on your claim and eliminate some problems which could later occur.
Many insurance companies will need to have a signed "notice of loss," filing or registering your claim to begin that process.
This article is an excerpt from the book entitled “How to Settle Your Claim and Get the Money You Deserve!” written by Richard L. Carter.
Mr. Carter is founder of My Insurance Adjuster " a consumer advocate that educates, informs, and assists property owners in claim resolution. He, his wife and family live in North Carolina. If you need help with your claim or have a question, please reach out through the contact page above!
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