When your rental property business has been impacted by a natural disaster, theft, cyberattack, or legal dispute, the last thing you need is additional stress from a complicated claims process.

At Millers Mutual, we’re committed to providing a streamlined and supportive claims experience, with clear communication at every step and a fair resolution that gets you back up and running as soon as possible.

As a policyholder, you can take proactive steps to help ensure a smooth claims process. Here are seven strategies we recommend:

1. Understand Your Policies

We know how distressing it can be when your business experiences a loss. Knowing what’s covered can give you greater peace of mind.

For example, you should be aware of which types of water damage are covered by your Businessowners Policy (BOP) and which fall under flood insurance. Similarly, it’s helpful to understand the extent of your BOP’s business liability coverage versus the coverage for third-party claims provided by Employment Practices Liability Insurance (EPLI).

Need help navigating the ins and outs of your policies? Your Millers Mutual agent can provide insight and answer any questions you may have.

2. Create an Inventory

As a property owner, keeping a list of your personal possessions in case of damage or theft is wise. Since you’re a rental property business owner, your inventory might need to be more extensive. Make sure to consider these valuable assets:

• Large appliances (stoves, dishwashers, refrigerators)
• Heating and cooling systems (furnaces, air conditioners, water heaters)
• Environmental systems (radon mitigation, sump pumps, septic)
• Security systems and safety equipment (alarms, sprinklers, smoke detectors)
• Common area amenities (gym equipment, laundry, storage areas)
• Exterior maintenance equipment (lawnmowers, snowblowers, tools)
• Business records (lease agreements, deeds, tax documents)
• IT infrastructure (computers, servers, software)

3. Document Everything

It’s common to feel mentally overwhelmed in the wake of a loss, and you might struggle to keep track of all the details. That’s why it’s crucial to approach the situation methodically and take thorough notes, measurements, and photos immediately following an incident.

In the case of property damage, it’s ideal if you can provide before-and-after images. We advise landlords to take pictures or videos of all interior and exterior spaces before tenants move in and after they move out.

The same basic principle applies to business income or interruption claims. You’ll need to furnish documentation of your baseline revenue and expenses as well as any losses incurred.

Being prepared will help you provide complete and accurate information to our team, speed up the claims process, and receive a settlement that reflects the full extent of your losses.

4. Gather Your Paperwork

In addition to notes, photos, and other documentation relating to the incident, be ready to provide your contact information, name of insured, and policy number (the string of three letters and nine digits displayed on all your policy documents from Millers Mutual or Millers Capital Insurance Company).

It’s a good idea to keep a hard copy of your policy documents and other important business records in a safe and accessible location, plus a digital backup on a cloud storage service, so you can retrieve them anytime and anywhere. You can also reach out to your agent for your policy documents.

5. Report Promptly

Once you’ve collected your documentation, don’t delay in reporting the incident to us (and to local law enforcement, if applicable). Not only will this facilitate a swift claims process, but you’ll also preserve vital evidence and mitigate further losses.

To file a claim, call 800-745-4555, email us, or submit an online form or ACORD^® form. You can also contact your Millers Mutual agent directly.

Depending on the situation, you may also need to contact your mortgage servicer to ensure that settlement funds are released to you as needed.

6. Know the Process

As soon as you report a claim, Millers springs into action to assess the situation and provide appropriate solutions.

Once we gather all the details we need, we’ll assign a unique number and a dedicated claims adjustor. By the end of your conversation with our claims representative, you’ll know what to expect next. For minor property damage, we may ask you to send us an estimate from a contractor of your choosing. For more extensive losses, we may send an adjuster to assess the situation in person.

7. Ask Questions

It’s important to stay informed and involved in the claims process. If you need assistance at any point, reach out to your Millers Mutual agent directly or call your claims representative at 800-745-4555. They’ll be ready to answer questions like:

• What’s covered under my policies?
• How will the settlement amount be determined?
• What’s my deductible?
• Are there specific contractors I should use?
• How will filing a claim affect my rates?
• How long will a claim stay on my record?
• When can I expect an update?
• What steps can I take to prevent future incidents?

Depend on Us

Our exclusive focus on multifamily housing and mixed-use rental property insurance enables us to process claims efficiently so businesses can rebuild, recover, and resume operations sooner. To learn more, visit our Claim Center or contact us today.