Incident to Indemnity: A Contractor’s Snow Insurance Claim Playbook

Winter claims threaten your bottom line. Protect your investment with this claims playbook for contractors. Learn the 24-hour timeline for preserving evidence, securing a certificate of liability coverage, and ensuring your insurance provider promptly handles your claim.

As a business owner managing a large firm or even a growing small business in Ontario, you understand that winter weather is more than just a seasonal inconvenience. It’s a material business risk. 

The frozen ground, slick surfaces, and heavy snowfall can trigger costly claims. A practical, immediate, and systematic response is not just a matter of good practice for those in professional services, though. It’s the first step toward securing indemnity. 

For successful snow removal operations, a proactive claims playbook is as essential as the right insurance coverage. Find out what you need to do once the clock starts ticking.

The 24-Hour Claims Playbook: From Incident to Insurer Notice 

When an incident occurs, whether it's a slip-and-fall, property damage, or structural water damage, your response in the first few hours is crucial. 

Hour 0: Immediate Response & Safety 

In the heat of the moment, it’s easy to feel overwhelmed. Your priority must always be the safety of the people on your site and the mitigation of further loss.

• Secure the scene: Immediately isolate the area. For a slip-and-fall, put up barricades and warning signs. For property damage, take reasonable steps to prevent further issues.
  
  
• Get medical attention: Your first concern is human safety. Ensure any injured parties, whether passersby, customers, or employees, receive immediate medical care.
  
  
• Notify site management: Contact the relevant project manager or site supervisor and your internal risk management team to initiate the formal claims protocol.

Hours 1 to 4: Preservation of Evidence and Documentation 

This is the most critical window. Use these helpful tips to strengthen your defence: 

• Document the scene: Capture all the essential details of the scene via photos and video.
  
  
• Gather witness statements: Identify anyone who witnessed the incident, including employees or clients. Record their full name, contact information, and a detailed, written account of what they observed.
  
  
• Retrieve logbook records and documentation: Gather all relevant internal records, specifically your winter maintenance logs for the prior 48 hours. Locate the relevant contract with the property owner, paying close attention to the indemnification and hold-harmless clauses.

Hours 4 to 8: Insurer Notice & Proof of Coverage 

Do not delay in notifying your broker and insurance provider. Think of us as your first point of contact in the support system. We’re here to fight in your corner on claim settlements so you can get back to business. 

• Notify your broker/insurer: Contact your dedicated broker and your insurance company’s claims line. Provide a preliminary report of the incident. Keep a clear record of whom you spoke with, the date, and what was discussed.
  
  
• Provide proof of insurance: Be prepared to provide proof of insurance, specifically a certificate of liability coverage (also known as a certificate of insurance), to all involved parties. 

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Hours 8 to 24: Structured Follow-up and Defence Preparation 

With the evidence preserved and your insurance provider notified, focus shifts to preparing for the claim’s defence.

• Assess the damage: Work with the assigned adjuster to evaluate the damage and prepare an estimated cost of repairs.
  
  
• Complete the Proof of Loss form: Prepare to complete the formal ‘Proof of Loss’ form, a legal declaration of your liability claim.
  
  
• Issue a Legal Hold: Issue a legal hold to all employees and subcontractors, instructing them to preserve all records.

Coverage Considerations: CGL and Umbrella Protection 

The success of your claims strategy relies on the foundation of your insurance program. For large-scale operations, your primary layer of defence is your Commercial General Liability (CGL) insurance coverage.

CGL Essentials 

Your CGL insurance policy covers legal costs to defend against claims and indemnity costs to compensate third parties for included bodily injuries or property damage.

The Umbrella Advantage 

Major winter incidents can result in catastrophic losses, potentially exceeding the policy limits of your primary CGL insurance plan. When a primary policy is exhausted, an umbrella liability policy acts as a secondary safety net. It is designed to "drop down" and cover the excess costs of a significant liability claim, protecting your company assets from being used to pay for settlements or legal fees once your base coverage is gone.

This provides an essential extra layer of protection, often at a minimal additional cost compared to the total risk transfer strategy for your business.

Your Contractor’s Claims Checklist 

Use this standardized checklist to execute the first critical steps of incident response and ensure a well-supported liability claim.

FAQs About Snow Insurance Claims 

Key Takeaways 

• Timely action protects coverage: A 24-hour incident response is critical to the strength of your liability claim and indemnity.
• Proof is paramount: Keep your commercial certificate of liability insurance accessible to meet contract and legal requirements.
• Documentation is defence: Preserve clear evidence, including photos, witness statements, and service logs, to support your claim with the insurance provider.
• CGL and Umbrella coverage are essential: Large business owners rely on strong commercial general liability (CGL) and umbrella insurance to absorb catastrophic winter losses. 
• Prompt broker notification matters: Contact your KASE broker immediately to start the claims process and protect your proof of insurance. 

Protect Your Business from Winter Incidents with KASE Insurance 

As an award-winning specialty commercial insurance broker in Toronto, Ontario, KASE Insurance’s experience crosses many industries. 

We believe that confidence in your work comes from knowing you are protected, and our team excels at structuring the right insurance program. We value our customers and ensure the large business interests of our clients are protected. 

Ready to ensure your claims playbook is backed by world-class coverage? Contact KASE Insurance today to review your existing CGL and umbrella liability limits and tailor an insurance solution that meets the needs of your growing enterprise and its customers.