 The Agent's File
by Guy E. Burnette, Jr., Esquire
The file of the insurance agent is another important
source of information in any investigation. Most of the direct communications
with the insured take place through the insurance agent. When the policy
is initially obtained and the application submitted, it is through the insurance
agent. When a claim is reported by the insured, it is usually through the
insurance agent.
There may be any number of relevant documents in
the agent's file. Most files will contain:
- the original application for insurance;
- related application documents prepared by the
agent or insured;
- photographs of the property to be insured;
- detailed information about the size, age, construction
type and value of the insured property;
- "rating sheets" used to determine the
insurable value and premium rate;
- premium finance agreements;
- premium payment records;
- notices to the insured about delinquent premium
payments or payments which have not been made;
- cancellation/non-renewal notices to the insured
indicating that coverage will be terminated;
- requests for changes to the coverage and "endorsements"
issued to make those changes;
- the initial notice of loss (usually on an "accord
form");
- correspondence and phone records of communications
with the insured before and after a loss is reported;
- and any number of other records on the policy
This information must be obtained directly from
the insurance agent/broker who dealt with the insured locally. Most agent's files contain notes, phone messages, slips
of paper and even notes written on the file folder which must be reviewed.
The best way to be sure that all of this is made available to the investigator
is to go to the agent's office to obtain the file directly. In addition
to the agent, clerical and secretarial staff may have been involved in various
matters referenced in the file. With a visit to the agent's office, the
investigator is able to speak with the responsible person to answer any
questions about the contents of the file.
 Reprinted with permission from the author.
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