What important insurance and safety documents should you keep on hand and why are they important?

Updated: Aug 12, 2020

In the process of running your organization, it’s only natural that you’ll accumulate a large number of documents on a wide variety of issues. Utility bills, bank statements, important notices—it can be difficult to know which ones you need to keep and to know how long you should hold onto them.

If you ever have a question about your insurance policy, or you need to contact your insurance company for any reason, there are a few documents that you can keep around to help make your life easier.

Declaration Page:

Your insurance declaration page is one of the most important parts of your insurance policy. It contains several vital pieces of information including your policy number, the information needed to report a claim, what’s covered by your policy, your deductible and premium, and much, much more.

It’s a great starting point for any questions or concerns that you may have regarding your insurance policy. And on the off chance that your declaration page doesn’t answer your questions, it’s a good idea to reach out to your insurance company or agent and speak with a representative who can take a closer look at your policy.

Contact Information:

It is important to keep the contact information of your insurance company readily available. Company name, phone number, email, and mailing address – if you need to contact your insurance company, it’s a great idea to keep a business card someplace safe. This prevents you from searching the internet for the correct information during a stressful moment.

This is especially true for contact information and instructions related to claims.  Don’t forget to keep information regarding what to do in the event of an automobile accident in the glove compartment of any vehicles you own or lease. You should make sure that all drivers (including volunteers) know and follow these instructions.


Have further questions about your important documents? Want to learn more about your insurance? Want to find out if your coverage is appropriate for your church? The United Methodist Insurance Program (powered by our exclusive agency, Suracy Faith), is happy to answer your inquiries. Contact UMIP powered by Suracy Faith at (866) 203-0777 or UMIP@suracy.com.

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