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

Updated: Jul 25, 2022

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.


When you are covered by UMIP, we will be there when you need us. Churches have unique needs. As a part of the denomination, we understand the unique needs of United Methodist churches and their operations, which is reflected in our coverage options. Your ministry deserves outstanding insurance and UMIP works for you each day to help protect your church’s people, property, and finances.

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This content has been prepared by United Methodist Insurance Company (UMI) for informational purposes only. No article or document may accurately contemplate all possible scenarios or church resources. As such, this information is meant to foster discussion by the individual church and its members to develop a plan tailored to its own circumstances. UMI is providing this information with no warranties or guarantees of any kind and it should not be viewed as legal, financial, or other professional advice. All liability is expressly disclaimed. Any claim examples described herein are general in nature, may or may not be based on actual claims, and are for informational purposes only. Any coverage available for a claim is determined from the facts and circumstances of the claim as well as the terms and conditions of any applicable policy, including any exclusions or deductibles. In the event of a conflict with the content herein, the terms and conditions of any issued policy will control. Individual coverage may vary and may not be available in all states.

The commercial insurance coverages for United Methodist Insurance are sold and serviced directly or indirectly by Sovereign Insurance Agency (CA Lic. No. 0B01380) ("Sovereign") and underwritten by various available insurance markets. Sovereign pays United Methodist Insurance a royalty for the use of its intellectual property.


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