I. GENERAL PROCEDURES
1. In the event of an incident, immediately send notice of loss to the following:
1. Your insurance broker (or us, if you obtained your insurance directly from Pioneer)
2. The Classification Society (if the vessel involved is Classed)
3. The P&I Club (if the incident involves a potential third-party liability)
The notice of loss may be sent through phone to be followed by a written advice and should include the following information:
1. Name of vessel involved
2. Date, time, place and brief description of incident
3. Nature and extent of known damage
4. Action taken or to be taken
5. Location where the vessel may be surveyed, including the vessel's next port of call in case further surveys are required
6. Contact person who we can liaise with
2. Engage any one of the following average adjusters to facilitate the necessary paperwork on your behalf and advise you on what you need to do with respect to the claim.
1. Stevens Adjusters, Inc.
   Room 1101, Victoria Bldg.
   429 United Nations Avenue,
   Ermita, Manila
   Tel. No. 523-8621 to 23
   Fax No. 521-7083
   Contact Person: Mr. Alex Tiongco
2. Richards Hogg Lindley (Philippines) Inc.
  Suite 303, Marbella II Bldg.
  2071 Roxas Boulevard
  Malate, Manila
  Tel. No. 521-1988 to 89; 521-8623
  Fax No. 526-1987
  Contact Person: Mr. Henson Lim
For partial losses, please note that the Adjuster's fee is paid by us on top of the claim but will form part of your claims record.
For a total loss claim (actual or constructive total loss), the Adjuster's fee is paid by yourself.
3. We shall appoint a surveyor to investigate the incident and report on the circumstances and damage sustained. Our surveyor will liaise with your designated contact person and might request you for documents as listed below, depending on the nature of the incident. Our surveyor may also provide instructions and/or restrictions as regards the operation of the vessel following the incident and these must be complied with. Their concern is the safety of the vessel.
If the vessel is entered with a P&I Club and the incident involves a potential third-party claim, the P&I broker will also send a surveyor.
If the vessel is Classed, you should inform your Classification Society about the incident as they may also send their surveyor to inspect the vessel.
Please note that the fees of our surveyor, in connection with the damage surveys are for our account but will for part of your claims record.
4. You should closely coordinate with your average adjuster who will guide you on the steps to take and documents to gather/prepare in order to support your claim. The sets of documents that may be required, depending on the nature of the incident are listed below.
5. If the vessel is Classed, you must comply with any recommendations, requirements or restrictions imposed by the vessel's Classification Society relative to the vessel's seaworthiness in order to maintain the vessel in Class.
The fees of the Classification Society Surveyor, charged in connection with damage, which is the subject of a claim under the policy, form part of the claim.
6. Your average adjuster will coordinate with various parties, especially with our surveyor to establish the validity, fairness and reasonableness of the claim in relation to the terms and conditions of your insurance. Our surveyor and your average adjuster will also agree the cause of damage and cost of repairs, which are essential to the completion of the claims adjustment.
7. Once completed, your average adjuster will submit to you their adjustment report, which shows in summarized form, your claim under your insurance policy. This is for your review and approval.
8. Upon securing your written approval, your average adjuster will then present the adjustment report to us, this time for our review and approval. If we find the adjustment report to be in order, we shall arrange to pay your claim.
9. For claims involving your P&I cover, the local P&I Club Broker will closely coordinate with you to fully investigate the incident. They will ask you to submit relevant documents depending on the nature of the incident. If in your judgement or that of the Club's Brokers, the appointment of lawyers is necessary to protect your interest, you may appoint lawyers subject to the prior written approval of the P&I Club.
Lawyers' and/or surveyors' fees on P&I claims are for the account of the Club but will likewise be reflected in your claims record.
No third-party liability claim is settled unless you have secured the prior written approval of the Club. You will be entitled to claim reimbursement from the Club after you have paid the claimant.
II. LIST OF DOCUMENTS REQUIRED
Our surveyor and/or your average adjuster may require you to show or submit the following documents, depending on the nature of the claim:
1. GENERALLY
1. Deck and engine room logbooks covering the period of casualty and repairs
2. Note of Protest and Master's/Chief Engineer's detailed report of the casualty
3. Classification Society surveyors' report and accounts
4. Owners' surveyors' report and account
5. Receipted accounts for repairs and/or any spare parts you supplied
6. Accounts covering any dry-docking and general expenses relating to the repairs
7. Accounts for all incidentals paid at the port of repair e.g. port charges, watchmen, communication expenses, agency fees, etc.
8. Details of fuel and engine room stores consumed during the repair period, together with the cost of replacing the fuel used
9. Accounts of your repairs effected concurrently with the damage repairs
10. All statutory certificates of the vessel, which should be valid from the commencement of the policy up to its expiry
2. STATUTORY DOCUMENTS & SAFETY CERTIFICATES REQUIRED TO BE POSTED SECURELY IN A CONSPICIOUS PLACE ABOARDSHIP
1. Certificate of Registry
2. Certificate of Ownership
3. Certificate of Inspection
4. Loadline Certificate
5. Coastwise License
6. Certificate of Stability
7. Ship Radio Station License
8. Inclining Experiment Record
9. Classification Society Certificate (if vessel is Classed)
10. Certificate of Fitness (IMO), if classed as tanker
3. OTHER DOCUMENTS REQUIRED TO BE IN POSSESSION OF THE MASTER OR CAPTAIN OF THE VESSEL
1. Copy of PMMRR
2. Crew List/Shipping Articles
3. Station Bills, as required
4. Cargo Manifest
5. P & I Certificate of Coverage (tankers)
6. General Arrangement Plan and other ship's drawings/plans
4. ADDITIONAL DOCUMENTS AND INFORMATION REQUIRED IN THE EVENT SALVORS ARE INVOLVED
1. Contract of Salvage
2. Salvage Report
3. Salvage Security issued by the concerned Underwriters
4. Certificate of Re-delivery of the vessel to you
5. DOCUMENTS AND INFORMATION REQUIRED IN THE EVENT OF A TOTAL LOSS
1. Master's Note of Protest
2. Deck and engine room logbooks
3. Statements of the vessel's Master, Officers and crew
4. Crew list together with copies of their Certificates and Licenses
5. Vessel's Certificates and Licenses
6. Port clearances
7. Statement of expenses incurred in searching for the vessel
8. Watchman/security guard accounts in attending the wreck (this will ensure that the shipwreck is secured to prevent any further loss on the vessel)
9. With regard to cargo onboard:
1. Cargo manifest showing the number of bills of lading issued2. Copies of bills of lading showing cargo values
3. Charter Party
6. ADDITIONAL DOCUMENTS AND INFORMATION REQUIRED WHEN VESSEL HAS BEEN IN COLLISION
1. Details of steps taken to establish the liability for the collision
2. Copy of the statement of claim put forward against the colliding vessel
3. Details of claim put forward by the colliding vessel
7. ADDITIONAL DOCUMENTS AND INFORMATION REQUIRED WHEN THE VESSEL IS REMOVED FOR REPAIRS
1. The reason for the removal:
1. No dry-docking available2. Cost of repairs cheaper
2. Did the vessel move solely for the purpose of repairs?
3. Where did the vessel load after the repairs had been completed?
4. Accounts for the inward and outward port charges at the repairing port and, if the vessel returns to the port from which she originally moved, the outward and inward port charges at the port also
5. Portage bill showing the wages of the officers and crew during the removal to the repairing port, and also for the return passage if the vessel returns to her original port
6. Statement of fuel and stores used during the removal and the cost of their replacement
7. Accounts for temporary repairs if they were effected solely to enable the vessel to move to the repairing port
8. ADDITIONAL DOCUMENTS AND INFORMATION REQUIRED IN THE EVENT OF GENERAL AVERAGE
1. Deck log extracts covering the period from the commencement of loading cargo up to completion of discharge of cargo2. Details of any repairs effected at the port of refuge
3. Details and account of any shifting or discharge of cargo at the port of refuge
4. Agent's general account covering the detention period at port of refuge together with supporting vouchers
5. Portage bill giving details of wages and allowances paid to crew of vessel at the time of her resort to the port of refuge
6. Details of fee and expenses paid to any superintendent/surveyors employed at the port of refuge
7. Details of fuel and stores consumed in deviating to the port of refuge, while detained there, and in regaining position
8. Documents in respect of cargo
9. Manifest of the cargo on board at the time of the accident
10. Details of the outturn of the cargo
11. Any report of survey on the cargo held directly following the casualty or at the port of destination
12. General Average security documents furnished by cargo interests i.e. average bonds and General Average guarantees
13. Valuation forms completed by cargo interest, if possible accompanied by a copy of the invoice of the particular consignment
