Boys & Girls Club risk management news

Vol. 3, 2018

Boys & Girls Club risk management news

Vol. 3, 2018

Nominate your club and get the safety recognition it has earned

2018 Markel Specialty's Safety 1st award nominations opened October 16! Self-nominate now (deadline: November 16, 2018).

Self-nominate your club for Markel’s Safety 1st recognition.

Markel’s Safety 1st program recognizes clubs that have shown an outstanding commitment to safety. Think of Markel’s Safety 1st certificate as a report card from your insurance company, giving you an A+ for safety.



If your club is selected to receive the Safety 1st designation for 2018, you will receive:

  • Markel’s Safety 1st certificate
  • A press release you can use to announce your achievement
  • Rights to use the official Safety 1st logo
  • A listing in Markel’s nationally distributed Risk Management News
  • Recognition in the Safety 1st Hall of Fame:

Nominate now


Controlling claims costs through timely reporting

Claim button on keyboard

You can help control the costs of claims by immediately reporting any allegation of property damage or bodily injury that is made against your business, even if the allegation is not an official claim. Timely reporting of incidents may also have a positive impact on your overall cost of insurance.

A number of insurance carriers have conducted studies showing that the later claims are reported, the more they cost to resolve.

Reporting claims promptly is part of your insurance contract
As the holder of an insurance policy, you have a contractual obligation to report claims as soon as practicable. A good rule of thumb is to report losses within 24 hours of the occurrence and no later than 72 hours of being made aware of the situation. Many times, insureds are not aware of an incident until they receive suit papers advising of a potential claim. In these cases, notify your insurance agent immediately.

Timely claim reporting has many benefits:

  • It allows claims examiners the opportunity to gather accurate information while it is still fresh in everyone’s mind. This facilitates a meaningful liability analysis to prepare a plan for an effective defense, if necessary.
  • It helps preserve evidence and potential testimony while all involved are available.
  • It reduces the opportunity for someone to commit insurance fraud -- a crime that costs consumers billions of dollars each year.
  • Timely claims reporting can help reduce unnecessary costs associated with vehicle storage fees and rental car bills.

A claim won’t go away because you don’t report it
Far too often, insureds try to handle an accident or loss themselves, only to end up notifying the insurance company after a judicial judgment has been entered against them. The insured then presents the claim to the insurance company; expecting to receive payment for the judgment cost, legal expenses, and court fees. Such delays could jeopardize your coverage.

If you fail to report claims promptly, you may receive a letter advising that your insurance company is “reserving their rights” while investigating the claim, which may lead to a potential coverage denial for late reporting. You may have to hire your own attorney to defend you if a suit is filed, leading to time away from work and out-of-pocket expenses.

Complying with the terms of your insurance contract is a great way for you to take charge of managing your insurance costs. It is important to train your employees to report accidents and potential claims to their manager as soon as they happen. Make this training a part of your new-hire process and provide frequent reminders to current employees.

How to report a claim
As a Markel policyholder, if an accident or property damage occurs at your facility, follow these three steps.

  1. Immediately report all claims to your agent or to Markel Claims at 800-362-7535 or Report crimes involving theft and vandalism to the police.
  2. Write down and describe how, when, and exactly where the accident or injury happened, and get the names, addresses and phone numbers of everyone involved -- if practical, take photos at the scene.
  3. Send Markel all correspondence regarding the claim as soon as you receive it -- don’t let it pile up. Copy all accident reports, bills, statements, and letters, and mail the originals to Markel. Be sure to reference your policy number and claim number on each document.

Note: If you are served with a lawsuit, immediately call Markel Claims and ask to speak with a claims manager. If you have an existing claim, speak with the handling claims examiner.


Suggested guidelines for incident report forms

Organizations often develop and use their own incident report forms so they can capture information when an accident occurs. These forms may be used to communicate what happen to both internal and external stakeholders. Depending on the organization’s objectives for this information, these forms may be used to capture various data to help better understand the important questions of who, what, where, when and why an accident occurred. While the desired outcome may be full of good intent, there is always a possibility that an incident form may become discoverable should a lawsuit be filed against the organization involved.

It is highly recommended that an organization consult with their attorney or insurance company so they can develop an incident form that captures useful information that can serve as a positive tool for accident investigations.

For Markel clients, the following information are suggested guidelines for incident report forms. Along with date and policy number, Markel’s incident report form seeks to capture information in four areas; (1) Insured/Organization information, (2) Property damage information, (3) Injured party information, and (4) Incident information. As a Markel insured, you can use the following criteria as the basis for your incident report form:

Red pen on checklistInsured/Organization information:

  • Insured/Organization name
  • Mailing address
  • Location address (if different than mailing)
  • Phone number and contact name

Property damage information:

  • Owner of damaged property
  • Their address
  • Their phone number
  • Damaged property description

Injured party information:

  • Name of injured person
  • Their address
  • Their phone number and an alternate phone number if available
  • Date of birth (this is important in case the injured party is a minor, their parents will need to be contacted)
  • Parent or guardian name(s)
  • Description of injury (be specific)

Incident information:

  • Date of damage/injury
  • Time of damage/injury
  • Exact location of the incident
  • What activity was going on
  • Detailed description of the accident
  • Witness information. This should include their name, address, phone number and their age.

You can obtain a copy of Markel’s Incident Report Form or notify us of an incident on-line at

The information provided in this article is intended for general informational purposes only and should not be considered as all encompassing, or suitable for all situations, conditions, and environments. Please contact us or your attorney if you have any questions.