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How clients verify policy extracts: criteria for partners
Clients check policy extracts before approving assignments. This guide lists technical and formal checkpoints, common mistakes and practical fixes for independent courier partners.
Quick answer
Clients verify policy extracts to confirm coverage, validity and readable documentation. As a partner, provide a complete, clear PDF or scan showing insurer, insured party, policy number, coverage amount and period. This avoids delays when clients such as hospitals or manufacturers review your documents.
Why clients ask for policy extracts
Clients want to reduce liability. A policy extract proves you hold appropriate liability or transport insurance. This helps them approve external partners for sensitive or valuable shipments.
Formal checkpoints – what must be visible
The extract must be complete and legible. Key items: insurer name, insured party, policy number, policy type, coverage amount, policy period and the insurer's stamp or signature if present. Make sure no pages are missing.
Technical checkpoints – file format and quality
Submit high-quality PDFs or scans (300 dpi suggested). Use clean, colour-accurate scans; avoid photos with glare. Keep file sizes reasonable (e.g. under 5 MB). If possible, provide searchable PDFs.
Common mistakes and quick fixes
1) Blurry photos – use a scanner or a scanning app. 2) Missing pages – check the whole document before upload. 3) Cropped edges – align the paper and scan with margins. 4) Expired policies – verify dates and upload current documents. 5) Unclear coverage lines – highlight the coverage amount in the PDF.
Privacy and redaction
Share only what is necessary. Clients usually need proof of coverage and validity, not confidential personal details. Redact bank details or notes, but keep insurer, insured party and coverage amount readable.
Streamline the verification process as a partner
Use a pre-upload checklist: scan quality, completeness, date, coverage amount, readable insurer name. Name files clearly (e.g. Company_Policy_Insurer_YYYYMMDD.pdf). This helps you respond quickly to client requests from hospitals, labs or manufacturing firms.
Frequently asked questions
What coverage amount do clients usually request?
This varies. Many clients request professional or general liability with a specified coverage amount. Check the tender or the partner portal for exact requirements.
Can I redact sensitive details?
Yes. Redact personal bank details or private notes if the essential items (insurer, insured party, coverage amount, period) remain visible.
Are smartphone photos acceptable?
They are acceptable if sharp, shadow-free and high contrast. A dedicated scanner or scanning app is preferable.
What if my policy is rejected?
Ask the client for the rejection reason. Often you can provide a missing page or an updated extract. Upload the corrected document promptly.