How to Claim P&I Insurance: Steps, Documents, and Mistakes to Avoid

A claim under P&I insurance differs from a hull claim. What you claim is not damage to your vessel but a demand, or potential demand, from someone else: an injured crew member, a cargo owner, a pier owner, or a party affected by pollution. How you react in the first days often decides how smoothly the claim runs.

Step 1: Secure Safety, Then Notify the Insurer

First priority is the safety of crew and passengers and preventing further loss, for example stopping a leak. Then notify your broker and insurer as soon as possible, even if no formal demand has arrived. Many policies require prompt notice, and incidents that may become claims are best recorded from the start. Also report to the harbour master or port authority as the rules require.

Step 2: Preserve Evidence

Keep the logbook, recordings, navigation data, and photos. Note witness names and take crew statements while memories are fresh. Do not alter or clean up the scene before it is documented, except for safety or pollution response.

Step 3: Prepare Documents

• Master's incident report and the ship's logbook
• Crew list and details of the crew involved
• Photos, video, and vessel position data at the time
• Written demand or complaint from the injured party
• Charter party, bill of lading, or carriage contract (for cargo claims)
• Surveyor report, medical report, or damage estimate
• Proof of report to the harbour master or port authority
• Copies of the P&I policy and the current Marine Hull policy

The exact list depends on the claim type. Cargo claims and crew injury claims need different papers.

Step 4: The Assessment Process

The insurer will check whether the event falls within cover, appoint a surveyor or legal adviser if needed, assess the extent of liability, and negotiate with the claimant. How payment works, including whether the insurer pays directly or reimburses you after you pay, follows the policy wording. A broker's job is to manage communication, complete documents, and make sure deadlines are not missed.

Mistakes That Make Claims Hard to Pay

• Admitting liability or promising compensation to the claimant before coordinating with the insurer.
• Settling privately without the insurer's consent, so the cost may be refused.
• Reporting late while waiting for a formal demand letter.
• Losing or not keeping evidence such as the logbook and recordings.
• Not knowing the policy terms, such as limits and deductibles, so expectations do not match.

To see how P&I and hull split roles, read P&I vs Marine Hull insurance.