Farms

Appointments

Inspection Prep

Many inspectors will print out a paper copy of the inspection order.  It is useful for organizing your route and often, the policyholder likes to see a paper copy of the order.

Additionally, the order, and the app, have the case special instructions and the customer guidelines provided.

Case special instructions are needs the carrier has which are unique to this risk and often they are the main reason the inspection was ordered.  

Customer guidelines are the standard elements which the customer requires on most inspections and it is well to become familiar with them.

Setting Appointments

• Open the Case

• First Call

  • Within the first 5 days, make the first call to the insured.  Update ViewSpection for the contact attempt.

• Second Call

  • Wait no longer than 3 days to make next call to the insured if you were not able to connect on first call.  Update ViewSpection

• Third Call

  • Third call is to agent if the insured has not responded after 2 more days.  Ask the agent to reach out to insured and encourage them to call you.  Update ViewSpection

Appointment Tips

You may want to call the agent on the same day that you make call to the insured.  This gives a agent a heads up that the inspection is pending (of which they may not be aware).

Be aware of harvest and planting seasons as a full time farmer will be very busy and not that available.

You may still need to call the agent after the first two attempts.

Using HELP

The HELP button in ViewSpection Case Notes will get you help faster.

Do NOT use HELP for standard contact attempts.  Use help for situation like these:

• The insured did not show up for appointment

• The insured was uncooperative on the phone

• The insured does not want the inspection done

• The insured has questions that you need admin assist with

• And more like this

Posting the Schedule

To post the appointment for the inspection go to the Time Line and click edit and then enter the date of the appointment.  Be sure to click Save when you are done.

Buildings vs. Liability

A property inspection and a liability inspection are two different types of inspections that serve different purposes for insurance underwriters.  Most of our inspections are for property and liability.  However, you may do mono-line...or JUST a property survey or JUST a liability survey.  Here are the differences:

• A property inspection is focused on assessing the physical condition of the property itself, including the structure, systems, and any potential hazards. The goal of a property inspection is to identify any risks that could lead to property damage or loss, and to ensure that the property is in compliance with the insurer's underwriting guidelines. The inspector will take detailed notes and photographs of the property, and may also check for issues such as water damage, mold, or structural damage.

• On the other hand, a liability inspection is focused on assessing the potential liability risks associated with the property. Liability risks may include things like slip-and-fall hazards, swimming pools, or other features that could pose a risk to visitors or tenants. The inspector will look for potential hazards and assess the level of risk associated with them. They may also review any existing safety procedures, such as warning signs or safety barriers, and recommend additional measures to reduce the risk of liability claims.

In summary, the key difference between a property inspection and a liability inspection is the focus of the inspection. A property inspection is focused on assessing the physical condition of the property itself, while a liability inspection is focused on assessing the potential risks associated with the property that could lead to liability claims (usually, people focused hazards).

Diagrams

As even a small farm can have two homes and 5 outbuildings, it is essential to use consistent naming of the buildings.

Building name on the ticket should be exactly the same on the building section on the form, same on the diagram and the same on photo labels.  

To make a sketch of a building for an insurance inspection, you will need to follow these steps:

1. Take measurements of the building: Use a measuring tape, measuring wheel (preferred), or laser measuring tool to measure the length and width of each floor of the building. 

2. You may also use tools like Google Earth to get very precise measurements of the building that can be spot checked in the field

3. Draw the outline of the building: Using a pencil and paper, draw the outline of the building, including any exterior features such as porches, patios, or balconies. Make sure to include any sections or wings of the building in your sketch.  You also may choose to use app based sketch tools on your mobile device rather than paper and pencil.

4. Typically, interior rooms and layouts are not needed for an inspection diagram.

5. Add dimensions: Label the dimensions of section and floor of the building on your sketch. This will help the insurance underwriter understand the size and layout of the building.

6. Diagrams: All insured buildings must be labeled “insured” or "uninsured". 

7. On each diagram include the dimensions of the building, square footage and distance between buildings. 

8. If a building is listed on the ticket but it is insured, it must be measured and inspected like an insured building that is listed on the ticket. The building must be on the diagram with measurements and distances. 

9. If a building is not insured, only its location with distances needs to be shown on the diagram the (building does not need to be measured). Additionally, only liability recs need to be made for uninsured buildings 

10. Outdoor wood boilers in all cases must be shown on the diagram with distance to adjacent buildings. Any outdoor wood boiler within 25’ of another building has to have a rec made. - 

11. Silos & Bins: All silo and bin locations need to be shown the diagram.  Note diameter and height on the diagram

Protection

Here is a list of fire protection items to inspect when doing an insurance inspection on a building, including private protection and public protection measures:

Private Protection:

1. Fire extinguishers: Ensure that fire extinguishers are properly placed throughout the building, that they are properly charged and inspected, and that they are appropriate for the types of fires that may occur.

2. Smoke detectors: Ensure that smoke detectors are installed in all required areas, are properly placed, and are functioning properly.

3. Sprinkler system: Check the automatic sprinkler system, including the condition of the sprinkler heads, control valves, and water supply. Ensure that it is properly designed and installed according to local codes and standards.

4. Fire alarm system: Check the fire alarm system, including the control panel, smoke detectors, heat detectors, and notification devices, to ensure they are functioning properly.

Public Protection:

1. Fire hydrants: Check the condition and accessibility of fire hydrants in the vicinity of the building, ensuring they are properly painted and maintained.

2. Other water sources such as ponds, dry hydrants, lakes or creeks

3. Fire department: Identify the type of fire department (paid, volunteer, or combination) and their response time, level of training, and equipment.

4. Distance to the fire department: Check the distance from the building to the nearest fire station, and ensure it meets local requirements.

5. Access restrictions: Seasonal roads, gates, train tracks or other barriers to access for the fire department access

Additionally, when inspecting a building for fire protection, it is important to ensure that there are no hazardous materials or potential ignition sources that could increase the risk of fire.

Report Writing

How To Write A Quality Report

“The value of a report depends on the inspector’s grasp of what needs to be known, and further depends on how clearly the inspector states what is essential and leaves out what is not.”

In a nutshell, that quote points out a basic opportunity in report writing – deciding what is to be included in the report and what is not.

You have to know the perils and what are the hazards to clearly report them for any given risk. This section is an outline of that which is considered essential to the report and what is not. Surveys need to be completed within a short time after visiting the site to avoid your memory and notes from becoming stale and resulting in a lower quality report.

The End is the Beginning?

Before you begin writing your report you should have a clear idea of what goes on at the risk and what the recommendations will be. Your report should factually reflect the risk, the good and the bad. It should not be a surprise that there are 12 recommendations, once the full report has been read.

Review Field Notes

Prior to writing your report you need to review and re-familiarize yourself with your field notes on that specific risk. Perhaps you completed the survey in the field on your smart phone or tablet, or you have paper notes. Your note’s completeness, or lack thereof, will be evident as you review them. The worst feeling to an inspector is the realization that all the information is not there.

You also need to review the survey request to double check how locations were labeled, what special instructions were given, etc.

What Kind of Report Do I Do?

The system assigns the correct forms automatically and allows additional modules or forms to be added. Review these reports prior to going out in the field to be sure you are familiar with the information you will need to collect.

Multiple Locations- Organizing

Organization of a multiple location survey is critical. It should be noted that multiple locations also includes one site that may have multiple buildings and occupancies. Here is what you need to do:

Building(s) Summary

Describe the risk in terms of number of locations and buildings at each location. Basic descriptions of building construction, number of stories and usage is required. Example:

Location 1 is at 123 Rural Rd and consists of a tenant occupied dwelling, the Storage Barn, the Heifer Barn and the Dairy Complex.

Location 2 is at 123 Peaceful Place and consists of the main Dwelling, the Machine Barn and Shed 1 and Shed 2.

All agricultural buildings are frame, one-story structures. Both dwellings are single-family, two-story structures.

Keep in mind that you are an interruption to the Farmers day so please be respectful of their time.

Be CONSISTENT!

Consistency of building names throughout the case?  (Building name on the ticket should be exactly the same on the building section on the form, same on the diagram and the same on photo labels.) 

Use the SAME names or labels for each location and building throughout your report.

That means, when making a rec, labeling a building form, drawing your diagram and naming the photos-You will use the same location and building names. For example your labels may look like this: Loc 1 Dwelling, Loc 1 Barn 1, Loc 1 Barn 2, Loc 2 dwelling, Loc 2 garage.

It is really important that these same labels be in the diagram.

What Name to Use for Locations and Buildings

Often times the names for the locations and/or buildings will be incomplete, confusing or non-existent on the original order request. Regardless, there is a hierarchy for coming up with naming rules

What comes in on the order request is primary. Typically, this will refer to the locations but will not have much detail on building names.

Location name are of primary importance and building names are secondary. It is most important to get the location name correct.

When on site, the insured typically will have naming conventions for each building. Compare them to what you have and most times, what the insured goes by, we should go by.  In cases like this if the order has Loc 1 Barn 1 but the insured refers to it as the "Hay Barn" you can sub label it or make reference in the report.

If a building does not have a name or the insured is not available, name it yourself using a logical name. As long as the naming is consistent throughout the report, from forms to photo,to recs and diagram almost anyone will be able to figure out what is what.

Outbuildings /Uninsured Buildings:

Uninsured buildings are treated the same as insured buildings for four reasons:

They represent risk exposure to the surrounding buildings

Often times, the uninsured buildings will be included in the underwriting process as part of the overall risk being insured due to proximity to insured buildings

Customers have specifically requested that all buildings be treated the same, regardless of whether or not they are insured

Oftentimes, the underwriter must specifically request that particular buildings be EXCLUDED from the coverage or the insurance company assumes coverage. This is why we report on ALL BUILDINGS on the farm premise.