Call, write, and stay proactive.
Your client taps her nails on the chair as she sits in the customer lounge. She’s been waiting there for half an hour, because your last appointment ran way over. As your printer slowly spits out one page after another, you dart around your office trying to put together all the right documents.
Your hectic mindset opens the door for mistakes, which can happen to even the most experienced real estate professional. But if you’re prepared, you can prevent unnecessary setbacks caused by inevitable mishaps. Read on to learn what precautionary measures to take before a claim is made, as well as the steps to follow when a claim is filed against you.
Step 1: Identifying a Claim
- You come across an error in your work and think it might cause a problem or lead to a lawsuit. This situation is referred to as an incident.
- You receive notification that someone plans to sue you for damages you have allegedly caused. This situation is referred to as a claim.
Step 2: Notify Your Insurance Company
Once you’re involved in a claim situation, you must give immediate written notice to your insurance company. This holds true for claims and incidents. Failing to report the latter could jeopardize your coverage for claims that may arise from this incident in the future.
To notify your insurance company of a claim or incident, simply fill out the claim report attached to your policy. You can also request a claim report from your insurance representative. Once completed, send your claim form, including all demands, suits, or other papers, to the address listed on the report.
If you are unsure if you should report a situation as a claim, contact your insurance company’s claims department. A representative will work with you to determine your best options.
Step 3: Gather Relevant Information
If you are reporting an incident or claim, the following information should be available; however, there is no need to include it with your initial report or letter:
- Listing agreement
- Sales contract
- Closing documents
- Any correspondence, notes, and phone messages related to the incident or claim
- Copies of written and oral side agreements with the claimant or codefendant
Include the above information in a file for use by the claims department and its representatives, should it become necessary.
All parties involved with the claim or incident should prepare a chronological history of their participation in and understanding of the activities surrounding the event in question.
Step 4: Protect Yourself
For your protection, do not discuss the matter with anyone other than representatives of your insurer. Also, do not produce any of the incident records for inspection without clearance or approval from the insurer.
Step 5: Await Further Direction
Your insurance company will retain appropriate counsel and communicate with the named insured for all information regarding the claim or incident.
Dealing with claims is stressful, but you can avoid unnecessary risk by following these five procedures. If you have any second thoughts about a transaction that could go wrong, reach out to your insurance company’s claims department. Rely on them to answer your questions and assist you every step of the way.
This article is for general information purposes only.