# Incident & Potential Claim Documentation Checklist

> Educational checklist. Follow the reporting, consent, and cooperation conditions in your policy. Do not delay emergency action needed to protect people or prevent further damage.

## 1. Basic facts
- [ ] Date and time of incident
- [ ] Exact location
- [ ] Project / client / job number
- [ ] People involved and contact details
- [ ] Worker(s) present
- [ ] Factual description of what happened
- [ ] Weather / site conditions if relevant

## 2. Preserve evidence
- [ ] Original photos and video saved without editing
- [ ] Wide-area and close-up photos
- [ ] Equipment / tool / product involved
- [ ] Product labels, lot numbers, model and serial numbers
- [ ] Work order / scope / contract
- [ ] Client instructions and approvals
- [ ] Before-condition photos if available
- [ ] Relevant emails, texts, platform messages, call notes

## 3. Witnesses
- [ ] Names and contact information
- [ ] What each person observed
- [ ] Independent witness identified?
- [ ] Do not coach or rewrite witness accounts

## 4. Immediate response
- [ ] Emergency services contacted if needed
- [ ] Further damage prevented where reasonable
- [ ] Client / property owner notified
- [ ] Unsafe equipment or area secured
- [ ] Emergency mitigation receipts saved

## 5. Insurance reporting
- [ ] Policy / policies potentially involved identified
- [ ] Insurer / agent / broker notice sent
- [ ] Claim or incident number recorded
- [ ] Date and method of notice recorded
- [ ] Insurer instructions saved
- [ ] Do not voluntarily settle or promise payment without checking policy conditions

## 6. Follow-up record
- [ ] New client communications logged
- [ ] Repair estimates / medical demands / legal letters preserved
- [ ] Subcontractor or vendor evidence preserved
- [ ] Internal corrective action documented separately from factual incident record
- [ ] Renewal disclosure considered if the matter remains open

## Short factual incident statement template

**On [DATE] at approximately [TIME], [PERSON] was performing [SERVICE] at [LOCATION]. [FACTUAL EVENT]. Immediate actions taken were [ACTIONS]. The following evidence was preserved: [LIST]. The client / property owner was notified at [TIME / METHOD]. The insurer / agent / broker was notified at [TIME / METHOD].**

Avoid conclusions such as “we were negligent” or “the policy definitely covers this” in the factual incident note. Record facts and let the appropriate professionals evaluate liability and coverage.