The policy and carriage contract determine which records a claim file needs. Before an incident, check insured parties, scope, exclusions, deductible and notice method in the written documents.
Keep product and batch ID, packing instructions, delivery proof, device serial number, calibration details and raw logger file together in the shipment record.
At the incident, note time, location, package condition, photos, notifications to parties and actions taken in chronological order. Confirm notice deadlines and required attachments from the policy.
Coordinate product segregation and assessment with the quality owner. A disposal or use decision is separate from insurance notification; follow the relevant instructions in the file.
Before submission, check that each document matches the shipment and the dates are consistent. Missing records alone do not determine coverage, liability or payment.
