Essential Tips for Documenting Incidents for Insurance Claims in Spain: A Guide for Expats

Navigating insurance claims can be especially challenging for expats in Spain, where language barriers, unfamiliar processes, and unique local regulations add layers of complexity. 

If you’re involved in an incident like a car accident, property damage, or personal injury, knowing how to document the event effectively is essential for a smooth claim process. 

This guide provides detailed, actionable steps to ensure you have all the right information and documentation, making your claim more robust and minimising potential delays.

1. Take Immediate Photos and Videos

Photos and videos are often the best evidence to support your insurance claim. Here’s how to make them count:

• Capture the Scene from Multiple Angles: Document all visible damages by taking close-up shots, then step back to include the surroundings (e.g., weather conditions, nearby objects or structures).
• Log the Date and Time: Your phone usually timestamps images, but it’s wise to note these details manually, especially if you’re using a camera that lacks timestamp features.
• Include Nearby Context: Surrounding elements like street signs, landmarks, and other identifying markers can help confirm the location and provide valuable context.
• Document Damages Thoroughly: For incidents involving vehicles or property, capture every angle of the damage. If you’re able to, mark damaged areas within the photos to make them even clearer.
• Photograph Injuries: If injuries are visible, and it’s safe to do so, photograph them to illustrate the immediate impact of the incident. This evidence can be valuable for personal injury claims.

2. Collect Witness Information

Having witness statements and contact information can significantly strengthen your claim. Follow these steps to get reliable witness information:

• Ask for Full Names and Contact Details: Record witnesses’ names, phone numbers, and emails. Witnesses might need to provide statements later to support your account.
• Request Written Statements: If they’re willing, ask witnesses to write down what they saw or verbally share their account for you to record in your notes.
• Note Relationships: Record each witness’s relationship to the incident (e.g., passersby, neighbours, or other drivers involved). This adds credibility to their statements and shows transparency.

3. Write a Detailed Incident Report

Writing a clear, detailed incident report as soon as possible can be invaluable for your claim, ensuring that essential details aren’t forgotten:

• Summarise Events: Record a concise summary covering who, what, when, and where to establish a solid timeline.
• Describe Environmental Factors: Include any relevant conditions like weather, lighting, traffic, or construction. This information could be key, especially if external factors contributed to the incident.

Be Precise: Include specific details (e.g., distances, speeds, positions of people or vehicles) rather than vague descriptions. Exact information will help insurers better understand what happened.

4. Save Physical Evidence, If Possible

In certain situations, physical evidence can provide irreplaceable support for your claim:

• Keep Damaged Items: For incidents involving damaged personal belongings, keep the items if possible, especially if they’re later repaired or replaced.
• Retain Receipts and Invoices: Save any receipts, repair invoices, or appraisals related to the incident. These documents help establish the value of affected items, an essential element for most insurance claims.

5. Gather Contact Information from Other Parties

If other people are involved in the incident, you’ll need their information to complete your insurance report:

• Collect Other Parties’ Details: Gather their full names, contact information, and, if applicable, their insurance provider’s name and policy number.
• Document Vehicle Information: In cases involving vehicles, note details like the make, model, colour, and license plate number of the cars involved.
• Record Insurance Information: Having the other party’s insurance details on hand will streamline the claim process and make third-party claims more straightforward.

6. File a Police Report if Required

In Spain, certain types of incidents require a police report, which is crucial evidence for many claims:

• Report Major Incidents: For significant incidents, like car accidents involving injury (even if minor), theft, or property damage, contact the police to file an official report.
• Obtain a Copy of the Police Report: Request a physical copy of the report or the report number. Your insurer will typically need this for verification and may require additional information from the police.

7. Store Documentation Securely

Losing important documents can jeopardise your claim. Take these steps to ensure all information is safely stored:

• Back Up Digital Files: Save photos, videos, and notes in a secure cloud storage or email them to yourself. This prevents accidental loss and keeps your records accessible from anywhere.
• Keep Physical Copies Safe: For any physical receipts, reports, or other documents, make copies and store them in a safe place for added security.

Insurance Provider Contact Information

When documenting an incident for insurance purposes, having your provider’s contact details on hand is essential for a quick response.

Remember, in Spain, it’s crucial to file your claim within 7 days of the incident taking place to ensure it’s processed smoothly. Acting promptly can prevent unnecessary delays or complications.

Here’s how InsuranceAgents.es can assist you during the claims process:

• InsuranceAgents.es Customer Service
  Phone: Keep our claims helpline, +34 691 04 54 35, saved on your phone for immediate access to support whenever you need it.
  Website: Visit InsuranceAgents.es to access all the forms and resources you’ll need for your claim. Our website also offers guidance, checklists, and additional tips to ensure you have everything covered.

When in doubt, don’t hesitate to contact our customer service team for guidance on gathering the right documentation, adhering to the 7-day timeframe, and navigating your claim smoothly.