Outlook
How to evidence a commercial insurance claim after a break-in
How a small business owner should evidence a commercial insurance claim after a break-in, from the crime reference number to photographs, invoices and stock reports.
What to take away
- Report the break-in to the police and note the crime reference number before you contact your insurer.
- Photograph forced entry, damage and empty shelves before you clear up or repair anything.
- Collect invoices, serial numbers and stock or till reports that show what you owned and what went missing.
- Check the notification period in your policy schedule and send the claim inside it.
Report the break-in and get a crime reference
Call 101 or use your police force website to report a commercial burglary. Ask for the crime reference number and write it down.
Insurers treat that number as the start of a theft claim. Handlers use it to confirm the loss was reported and to check details with the police.
Note the name of the officer or call handler and the time of the report. Keep the reference in the same folder as your policy schedule.
Photograph damage before you clear up
Take wide shots of the whole unit first. Then move in for close shots of the broken lock, the damaged frame and the open till.
Phone images carry a time and date stamp, which helps an adjuster match pictures to the report. Keep the originals, including the poor ones.
Export CCTV footage the same day. Recorders often overwrite after a week or two, and insurers rarely accept a description in place of the clip.
Build a proof of loss file
A proof of loss file answers three questions. What did you own, what was it worth, and what is now missing?
| Evidence | What it shows | Where to find it |
|---|---|---|
| Crime reference number | The burglary was reported | Police website or 101 |
| Purchase invoices | Ownership and cost | Supplier emails, bank statements |
| Serial numbers or asset register | Which item was taken | Warranty cards, till system |
| Photographs and CCTV | Entry method and damage | Phone, recorder |
| Stock or EPOS reports | Quantity and value lost | Till reports, stock sheets |
Keep every original document. Send copies to the insurer and hold the originals yourself.
Follow the claim steps in order
- Report to the police and note the crime reference number.
- Photograph damage, empty shelves and the point of entry.
- Gather invoices, serial numbers and stock reports into one folder.
- Notify your insurer or broker inside the period shown in the schedule.
- Keep copies of every email, form and receipt you send.
Example: a cafe claim after a forced rear door
A cafe owner finds the rear door forced and the till and two laptops gone. She calls 101, photographs the frame and the empty till, and exports two hours of CCTV.
Her pack holds the crime reference, the till report for that day, laptop invoices and a quote for the lock. The handler settles contents and the repair on one file.
If the cafe must shut for repairs, lost trading may fall under business interruption insurance, which pays lost profit after a covered event.
Check what your other policies cover
Most small firms hold a commercial combined policy with contents, public liability and employers' liability inside it. Employers' liability insurance is generally required once you employ one or more people, as GOV.UK guidance on employers' liability sets out. Keep the certificate with your claim records.
Add data loss to the same file
A stolen laptop or phone can hold customer details, so the loss may also be a personal data breach. The ICO guidance on data protection explains the records to keep and when to report a breach. List the devices taken and the files they held.
Keep the file ready before you need it
Building records after a break-in wastes the first calm hours. For a low cost start, five free official tools covers the company, tax and insurance records you can pull together at no charge. Refresh the folder each quarter.
If stolen devices held client data, weigh the cover before renewal. Whether cyber insurance is worth the cost depends on your data, and that page sets out UK premium ranges from £120 to £2,000 a year.
Common questions
How long do I have to report a break-in claim?
Most commercial policies ask for notice as soon as reasonably possible, and the schedule states the exact period. Report to the police first, then notify the insurer inside that window. If a claim stalls beyond eight weeks, you can ask the Financial Ombudsman Service to review it.
Do I need receipts for every stolen item?
Not always, but a receipt settles value quickly. Bank or card statements, supplier emails, warranty cards and asset registers can support ownership when a receipt is lost.
What is a proof of loss statement?
It is a signed summary of what was taken and what it cost. Insurers may ask for one on larger claims, and it should match your invoices and stock reports.
Can I start repairs before the insurer agrees?
Emergency work to make the premises secure is usually expected, so keep those receipts. Wait for written agreement before permanent repairs or restocking.
