How to Write a Claim Notice Your Insurer Can Act On (With a Template)

Short answer

To report a professional liability claim, send written notice to the claims address on your policy and copy your agent. Include your policy number, the named insured, your contact details, the claimant, the project, the date you received the demand, what they want and what you have done so far. State plainly that you have not admitted fault or made an offer. Attach the contract and the demand. Whether a policy responds depends on its wording and the facts.

Why the notice matters when you report a professional liability claim

Most professional liability policies are claims-made. That means the policy responds to claims reported during the policy period, subject to its terms. Because of this, the notice carries real weight.

Late or vague notice can slow everything down. It can also raise coverage questions that a prompt, clear notice might have avoided. Insurers care about timing because they want to investigate while the facts are fresh.

Most notices we see are one line and a forwarded email. An adjuster then has to ask for everything else. A structured notice gets the file moving faster, since the adjuster can understand the situation in about two minutes.

A template to report a professional liability claim

Copy the block below into an email or letter. Fill in each field with facts only.

Subject: Notice of Claim, [Policy Number], [Named Insured] Please accept this as written notice of a Claim under the policy below [and as notice of a Circumstance, if it applies]. POLICY Policy number: Named insured: CONTACT Name: Office address: Phone: Email: CLAIMANT Name: Company: Role (client, contractor, owner, other): Contact information: PROJECT Project name: Address: Project type and size: Contract date: Fee and scope of services: DATE OF CLAIM Date the demand arrived: How it arrived (email, letter, call): NATURE OF CLAIM What is alleged: What is demanded: Any deadlines the claimant set: WHAT I HAVE DONE I have not responded, admitted liability or made any offer. ATTACHMENTS Contract or proposal, the demand, key emails. I can send additional documents on request.

Keep every answer short and factual. Send the notice in writing so there is a clear record of when it went out.

Claim, circumstance or both?

A claim is usually a written demand for money or services. A circumstance is a situation that could lead to a claim, such as a complaint or a threat. Policies define these terms differently, so the actual wording controls.

When you cannot tell which one you have, many firms report it as both. The insurer can then sort out how to treat it. Ask your agent to confirm how your policy defines each term.

Licensing board threats and your claim notice

Clients sometimes threaten to complain to a licensing board. Mention that threat in the notice too. Many design professional policies treat disciplinary proceedings separately from ordinary claims, and some include limited coverage for them.

Whether your policy responds to a board matter depends on its wording and the facts. Including the threat in the notice puts the insurer on notice early and lets it review the terms with you.

What to leave out of the notice

Stick to facts. Leave out any of the following:

Opinions about who is at fault
Apologies or admissions
Your thoughts on how to settle
Guesses about what the claimant meant

Insurers generally want to be involved before you reply, offer a fix or admit anything. A factual notice keeps your options open and lets the insurer guide the next step.

Questions to ask your agent

These questions can help once the notice is out:

Has the insurer acknowledged the notice in writing?
Has an adjuster been assigned to the file?
How should I handle the client’s deadline while the insurer reviews the notice?
Do I need to forward the notice to any sub-consultants?

For general risk-management background, the AIA Trust publishes resources for design professionals.

What we see at Hardcover

An architect facing a fee and scope dispute sent her insurer a structured notice. It listed the claimant, the project, the contract fee, the date of the demand and the client’s deadlines and threats. It also stated clearly that she had not responded or admitted anything.

It was one of the clearest notices we have seen. We used it as the model for the template above, with every identifying detail removed.

Any advice? I sent the claim in but only got an automatic reply.

An automatic reply usually confirms the message arrived. It does not always mean an adjuster has reviewed it. Contact your agent and ask them to confirm that the insurer assigned the file and acknowledged your notice in writing.

How soon should I report a claim?

As soon as you receive it. Most policies require prompt notice, and claims-made policies tie the claim to the period in which it is reported.

Should I tell my insurer before I respond to the client?

Generally yes. Insurers usually want to be involved before you reply, offer to fix anything or admit fault.

Do I report to my agent or the insurer?

Report to the claims address on your policy and copy your agent. That way someone is tracking the notice with you.

General education, not legal advice. Hardcover is an insurance agency, not a law firm.