Checklist
Hull and machinery claim file checklist
The documents a hull and machinery claim file usually needs, grouped by stage, with who provides each one. Use it to see what is in the file and what is still to come. Not every claim needs every line.
Casualty
| ✓ | Document | Who provides it |
|---|---|---|
| Notice of casualty to underwriters, with date sent and recipientsOwners or managers, often through the broker | Owners or managers, often through the broker | |
| Master's statement, signed and datedMaster | Master | |
| Sea protest (note of protest), where madeMaster | Master | |
| Deck logbook extracts, before and after the eventOwners, from the ship | Owners, from the ship | |
| Engine room logbook and alarm or data logger printoutsOwners, from the ship | Owners, from the ship | |
| Crew statementsOfficers and crew, collected by owners or their lawyers | Officers and crew, collected by owners or their lawyers | |
| Photographs and video, before any temporary repairCrew, superintendent, surveyors | Crew, superintendent, surveyors |
Survey
| ✓ | Document | Who provides it |
|---|---|---|
| Owners' surveyor's reportSurveyor appointed by owners | Surveyor appointed by owners | |
| Underwriters' surveyor's reportSurveyor appointed by underwriters | Surveyor appointed by underwriters | |
| Joint survey report or agreed minutesBoth surveyors | Both surveyors | |
| Class survey report and any condition of classClassification society | Classification society | |
| Superintendent's reportsOwners' technical superintendent | Owners' technical superintendent | |
| Planned maintenance records and running hoursOwners or managers | Owners or managers | |
| Lubricating oil analysis and engine maker's reportsOwners, laboratory, engine maker | Owners, laboratory, engine maker |
Repair
| ✓ | Document | Who provides it |
|---|---|---|
| Repair specification, with later additionsOwners or superintendent | Owners or superintendent | |
| All yard quotations and revisions, datedRepair yards | Repair yards | |
| Tender comparison and reason for the choice of yardOwners, reviewed by underwriters' surveyor | Owners, reviewed by underwriters' surveyor | |
| Final invoices, with item detailRepair yard, suppliers, service engineers | Repair yard, suppliers, service engineers | |
| Split between damage repairs and owners' own workOwners and yard | Owners and yard | |
| Owners' general expenses, each with its voucherOwners, agents, suppliers | Owners, agents, suppliers | |
| Closing documents for any condition of classClassification society | Classification society |
Salvage, towage and general average
| ✓ | Document | Who provides it |
|---|---|---|
| Salvage or towage agreement and invoicesSalvors or tug owners | Salvors or tug owners | |
| General average declarationOwners | Owners | |
| Average bonds, average guarantees or cash depositsCargo interests and their insurers | Cargo interests and their insurers | |
| General average adjustmentAverage adjuster | Average adjuster |
Adjustment
| ✓ | Document | Who provides it |
|---|---|---|
| Policy, with all clauses and endorsementsOwners or broker | Owners or broker | |
| Proof of when notice was givenOwners or broker | Owners or broker | |
| Adjustment of the claim, with deductible appliedAverage adjuster | Average adjuster |
General information, not legal or coverage advice. Notice requirements, deductibles and the documents underwriters require depend on the policy, its clauses and the governing law. Check them for each claim.