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Reporting a claim immediately is
crucial. Clients must report claims or incident that might
give rise to a claim as soon as you receive knowledge about
an incident that may give rise to a claim. Due to the severe
consequences of late reporting, if a client is in doubt
whether or not to report a potential claim, they are
strongly recommended to do so. Some insurance policies or
contracts contain a general time bar provision giving a time
limit of 30 days or 3, 6, 12 months to report an incident or
file a claim.
YOUR DUTIES IN THE EVENT OF A LOSS:
1. Immediately take all possible steps to minimize the
loss and protect the property and/or the subject matter
insured from further loss.
2. As soon as possible contact our office by any means
available and not later than 24 hours give Air & Sea
Insurance Corp. written notification of the loss and its
circumstances.
3. Comply with any reasonable request made of you by
Underwriters or their Agents with regard to the loss.
4. Advise the Police, Coast Guards, Port Authority or any
appropriate authority of the loss, incident, accident and
its circumstances immediately.
5. Give Underwriters or their Agents an opportunity to
examine the property before it is repaired or discarded.
6. Submit a claim form and/or statement and/or records to
substantiate the amount of the loss.
7. Never assume obligation, or admit liability without
underwriter’s written permission.
8. Immediately forward to Underwriters or their Agents
any legal papers or notices received in connection with the
loss.
9. Cooperate with Underwriters and their Agents in the
investigation, defense or settlement of any loss and agree
to be examined under oath if so requested.
10. Allow examination by physicians of Underwriter’s
choice if so requested. Assist Underwriters or their Agents
in obtaining copies of medical records and reports.
11. Provide Underwriters or their Agents a notarized
statement or statutory declarations.
12. Provide Underwriters or their Agents a Proof of Loss
and Discharge of Liability once the amount of the claim
under this Policy or insuring agreement has been agreed with
you.
13. It is a condition of any Policy or insuring agreement
that if you have the right of recovery from another party
who is responsible for a loss that is settled under this
Policy or insuring agreement, all rights of recovery will
belong to the Underwriters.
14. Give Underwriter’s proof of your compliance with
statutory and IMO regulations, insurance warranties, Coast
Guards regulations, classification society recommendations,
if applicable.
Failure to comply with the above duties may invalidate
your insurance coverage or reduce the amount of any
recoverable claim. Please always disclose all material facts
to Underwriters.
IMPORTANT CARGO CLAIMS PROCEDURE
You must inform us, as your Brokers, as soon as you feel
that you have grounds for believing that a claim is likely
to be made under this insurance.
Documentation for Claims
To assist you in formulating a claim, we detail below the
essential documents that are required:
1) The original certificate of insurance or other
documentary evidence of coverage or where no document is
issued but declarations have been made or instructions to
effect insurance issued, such declarations or instructions
should be identified and a copy supplied if requested. Where
declarations on an individual basis are not normally made
but insurance is adjustable on the basis of periodic or
annual totals a declaration should be prepared incorporating
a statement that it has been or is to be incorporated in the
periodic or annual total applicable.
2) Original or copy of Shipping Invoices, together with
Shipping Specifications and/or Weight Notes.
3) Original Bill of Lading and/or other Contract of
Carriage or Consignment Note.
4) Survey Report or other documentary evidence to show
the extent of the loss or damage.
5) Landing Account and Weight Notes at final destination.
6) Correspondence exchanged with the carriers and other
parties regarding their liability for the loss or damage.
It is the duty of the Assured and their Agents in all
cases to take such measures as may be reasonable for the
purpose of averting or minimizing a loss and to ensure that
all rights against carriers, bailees and other third parties
are properly exercised and preserved. Copies of all letters
holding other parties liable for loss or damage together
with any other correspondence should be sent to us as soon
as possible.
General Average or Salvage Bond
In the case of ship owners declaring General Average, it
is essential that the Assured contact the Broker
immediately, as failure to do so could result in delay in
receiving the consignment from the ship.
INSTRUCTIONS
It is a condition of your policy that in the event of a
loss this letter is sent to all companies who had contact
with your cargo both nationally and internationally. Type
this letter on your letterhead filling in the appropriate
�INSERTS�. Address a separate letter to each company.
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�INSERT� DATE
�INSERT� ADDRESS
�INSERT� ADDRESS
�INSERT� ADDRESS
�INSERT� ADDRESS
Attention: �INSERT�
Re: �INSERT� TYPE OF LOSS & DATE OF LOSS
Dear �INSERT� RECIPIENTS NAME:
On �INSERT� DATE OF LOSS our company suffered a cargo
loss that may have happened while in your company�s and/or
your agents care, custody & control.
Until investigators determine otherwise, we are holding
all parties fully responsible including your company and/or
your agents.
Should you have any information or evidence regarding
this loss, please notify us immediately.
In the mean time, we greatly appreciate your co-operation
in this matter by confirming your receipt of this letter.
Sincerely,
�INSERT� YOUR NAME
Air & Sea Insurance Corp. will advise you as soon as
possible of insurers’ requirements concerning claims,
including the provision of additional information required
to establish the nature and extent of a loss. We will
provide you with any assistance in submitting a claim and
seeking to obtain reimbursement for you.
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