It’s common to see stories in the news about roof damage, broken windows and water damage. While it may be tempting to think, “This won’t happen to me,” the reality is that property and casualty (P&C) risks exist for any organization. Whether you recently set up a policy or need to file a claim today, three tips can help you have a smoother P&C claims process.
1. Prepare Ahead of a Loss
Take proactive steps before a loss occurs to help expedite a future claim and reduce hassles.
- Designate an organized storage method for insurance policies, tax records, accounting statements and invoices for high-cost items.
- Back up your information using an external hard drive, secure cloud backup service, off-site storage (like a safe deposit box) or fireproof safe.
- Have your property surveyed to make sure your policy is valued based on today’s figures instead of outdated or incorrect information from past policies or carriers.
- Develop a backup plan to continue your activities in the event of property damage. This could include identifying alternate meeting spaces, assigning responsibilities to an emergency response team and creating communication protocols.
- Designate a specific contact on your team to manage the claim communications and repair process. This person should be prepared to keep everyone updated on the claim’s progress and monitor documentation, distribution and implementation of repairs.
2. Take Prompt Action When a Loss Occurs
Act promptly to document the event and start your claim in the event of a loss.
- Call the police, paramedics or fire department as necessary.
- Assess the damage and write a detailed description of what happened, including information about the extent of the damage.
- Find a trusted contractor. Ask for references, check ratings through the Better Business Bureau®, verify licenses, and confirm they carry adequate workers’ compensation, vehicle and liability insurance.
- It may be worth evaluating if the claim amount exceeds your deductible. Sometimes, it might be more cost-effective to handle smaller expenses without involving your agent and insurance company.
- Call your agent. Provide your role and contact information, policy number, date, type of loss, and a description of the loss.
- Provide pictures, receipts (to show value), a copy of a police report (if applicable) and other documentation to help your insurance carrier determine the value of damaged goods.
- Take all necessary steps to mitigate further damages. If your policy covers the loss, these repairs are generally covered by your policy. Catalog and protect critical building features and equipment.
- Contact a mitigation company to prevent further damage to your property.
- Always look at the mitigation estimate and see if it is “reasonable”.
- Read any contracts carefully. We suggest you don’t sign anything without understanding the details and financial obligations.
- Take pictures before the mitigation company performs any work.
- Send a claim to third-party insurance if a third party caused the damage.
3. Follow Up After Filing a Claim
Once your claim is filed, your insurance carrier will work to determine the value of your claim and walk you through the steps to repair or replace your property.
- A claims adjuster will evaluate damages to estimate the loss.
- Get at least two estimates approved before proceeding with repairs or replacement of damaged property.
- Evaluate your property once repairs are complete to ensure the work is satisfactory.
- Keep detailed records of your property insurance claim.
Need to file a claim through GuideStone®?
Start the P&C claims process by contacting GuideStone Property and Casualty® at PCClaims@GuideStone.org or (214) 720-2868. We’ll take it from there. Your insurance carrier will assign you to an adjuster who will contact you soon after they are assigned to answer any questions you might have. Your adjuster will focus on keeping you informed and advise you on your next steps.
Start Well. Stay Well. Finish Well.™
Whether you’re a new church plant or a well-established ministry, GuideStone is here to help protect you on the road, in pastoral counseling, through renovation projects and much more. For more information, contact us at PCSalesSupport@GuideStone.org or (214) 720-2868, Monday through Thursday, from 7 a.m. to 4:30 p.m. CT and Friday, from 7 a.m. to 4 p.m. CT.
This article is for informational purposes only. It is not intended to be construed as legal advice. Readers should use this article as a tool, along with best judgment and any terms or conditions that apply, to determine appropriate policies and procedures for your church’s risk management program.
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• Jul 31, 2024 