How to File a Commercial Property Insurance Claim Without Delays
- Nate Jones, CPCU, ARM, CLCS, AU
- Oct 13
- 2 min read
Filing a commercial property insurance claim can be overwhelming, especially after a loss. Whether it’s storm damage, theft, or fire, knowing the right steps to take can help you avoid delays and get your business back on track faster. In this blog, Wexford Insurance outlines the key steps to filing a claim efficiently and effectively.
1. Act Quickly and Notify Your Insurer Immediately
Time is critical when it comes to insurance claims. Most commercial property insurance policies require prompt notification of a loss. Delaying this step can result in complications or even denial of your claim. As soon as it’s safe, contact your insurance provider or broker to report the incident. Provide:
The date and time of the incident
A brief description of what happened
The type and extent of the damage
This initial report sets the claim process in motion and helps your insurer assign an adjuster promptly.
2. Document the Damage Thoroughly
Before making any repairs (except emergency fixes to prevent further damage), take detailed photos and videos of all affected areas. Include:
Structural damage
Damaged equipment or inventory
Water or smoke damage
Any temporary repairs made
Create an inventory of losses, including item descriptions, serial numbers, purchase prices, and receipts if available. This documentation is essential for substantiating your claim.
3. Mitigate Further Damage
Most policies require you to take reasonable steps to prevent additional damage. This may include:
Boarding up broken windows
Covering roof damage with tarps
Shutting off utilities if needed
Keep receipts for any emergency repairs, as these may be reimbursable under your policy.
4. Review Your Policy Coverage
Before filing, review your commercial property insurance policy to confirm:
The incident is a covered peril (e.g., fire, theft, vandalism)
Your deductible amount
Any exclusions or limitations
Whether business interruption coverage applies
Understanding your policy helps you avoid surprises and ensures you file the correct type of claim.
5. Meet with the Claims Adjuster
Your insurer will assign a claims adjuster to inspect the damage and assess the loss. Be present during the inspection and provide:
Your documentation and inventory
Repair estimates
Any questions or concerns
This is your opportunity to ensure the adjuster fully understands the extent of the damage.
6. Keep Detailed Records and Communicate Often
Maintain a file with:
All correspondence with your insurer
Claim numbers and adjuster contact info
Copies of submitted documents
Notes from phone calls or meetings
Follow up regularly to check the status of your claim and respond promptly to any requests for additional information.
7. Avoid Common Mistakes
To prevent delays or denials:
Don’t throw away damaged items before the adjuster sees them
Don’t start major repairs without approval
Don’t underestimate the damage or omit details
Don’t miss deadlines for submitting documentation
Final Thoughts
Filing a commercial property insurance claim doesn’t have to be stressful. By acting quickly, documenting thoroughly, and staying organized, you can avoid delays and maximize your settlement. At Wexford Insurance, we’re here to guide you through every step of the claims process and ensure your property is protected.
Contact Wexford Insurance today to get expert help with your commercial property insurance needs and claims support.
