This template is for use when your firm wants to put its professional indemnity broker on formal written notice of a circumstance that could give rise to a claim. It is deliberately short. The aim of an initial notification letter is to record the facts that are known at the time, in a way that an underwriter and a claims handler can act on, without speculation and without admissions.
Most professional indemnity policies in the UK are written on a “claims made and notified” basis. That means cover responds to claims first made against the insured, and notified to the insurer, during the policy period. Many wordings also allow you to notify a circumstance that could give rise to a claim. Once that circumstance has been validly notified, any future claim arising from it usually falls under the policy in force at the time of the notification, even if the actual claim is made years later.
Two consequences follow. First, prompt notification is not just procedural courtesy; it can be the difference between a covered claim and an uninsured one. Second, the wording of your notification matters, because it defines the perimeter of the matter the insurer is on risk for.
Read the policy. Locate the clause that deals with notification of claims and circumstances. Note any time period stated (often “as soon as practicable” or a defined number of days) and any contact details specified by the insurer.
Decide whether the matter is a claim, a circumstance, or both. A claim is a demand for compensation or an assertion of a right against the firm. A circumstance is a fact or matter that could reasonably give rise to a claim. The distinction affects how the notification is framed.
Avoid admissions. Do not concede liability, breach of duty, or quantum in the notification. The matter is being notified for the underwriter’s awareness and to preserve the firm’s position under the policy.
Avoid speculation. Stick to facts the firm knows or has been told. Where something has been alleged but not established, say so.
Do not send a holding email and assume that counts as notification. A short email with a reference number is rarely a valid notification under most wordings. Use a structured letter, attach the relevant documents, and send it to the contact address specified in the policy.
Consider privilege. If solicitors have been instructed and litigation is in reasonable contemplation, the notification and supporting correspondence may attract litigation privilege. Take advice before applying any privilege marking. Do not apply a privilege label without that advice — applying it incorrectly does not create privilege and can confuse the position later.
Attach the documents that frame the matter. Typically: the original engagement letter, the relevant client correspondence, the document or advice complained of, and any letter of complaint or letter before action. Do not attach internal post-mortem notes, draft reports, or candid email exchanges between principals unless counsel has advised that doing so is appropriate. Once a document is sent to the insurer, the firm’s control over it is reduced.
Copy the block below into a letter on the firm’s letterhead. Fill the bracketed fields. Send by email to the address specified in the policy for notifications, with a copy to your broker, and follow up by post or recorded delivery if the policy requires it.
[Firm letterhead]
[Date]
[Broker contact name] [Apex Insurance Brokers Ltd or other broker name] [Address]
By email to: [broker notification email] Copy to: [insurer notification email, if direct notification is required by the policy]
Dear [name],
NOTIFICATION OF CIRCUMSTANCE — [short matter reference, e.g. “Acme Ltd advice — Q3 2025”]
Policy reference: [policy number] Policy period: [start date] to [end date] Insured: [full legal name of insured firm and any other named insureds] Retroactive date: [date]
[Firm name] is the insured under the above policy. This letter constitutes formal notification under clause [insert clause reference, e.g. clause 7.1] of the policy of a circumstance that may give rise to a claim. The firm does not admit liability, breach of duty, or that any loss has been suffered. This notification is given to preserve the firm’s position under the policy and to keep the insurer informed.
Name: [full name of client or third party] Address: [address] Capacity in which the firm acted: [e.g. “the firm acted for the claimant in the purchase of [property] under engagement letter dated [date]”]
On [date], the firm became aware that [factual summary in plain language, three to six sentences]. The matter is described more fully in the documents enclosed at items [list].
[State whether a formal complaint, letter of claim, letter before action, regulatory referral or other communication has been received. Where it has been received, give the date and the author. Where it has not, say “no formal claim has been intimated as at the date of this letter.”]
The claimant has [stated / not stated] a figure. Any figure given is the claimant’s own and is not accepted by the firm. [If a figure has been mentioned, record it neutrally, e.g. “The claimant has indicated a loss of approximately £[amount].”]
The firm has [taken the following steps in response to the matter]: — preserved the relevant file, including electronic correspondence; — suspended further work on the engagement pending further instructions; — [other steps].
The following documents are enclosed: — [list of attachments, numbered].
Please confirm receipt of this notification. Please indicate the insurer’s preferred next steps, including any nominated panel solicitor and any instructions on communications with the claimant. The firm will not make any admission, offer of settlement, or substantive response without first conferring with the insurer or its nominated representative, save where the firm is required by a regulator or by law to respond.
The firm’s point of contact for this matter is [name, role, direct dial, email].
Yours sincerely,
[Name] [Role] [Firm]
Diary a follow-up at seven and fourteen calendar days. Keep a single chronological matter file. Restrict internal commentary about the matter to a defined group. Avoid sending the file or your views to any party outside that group without taking advice.
Apex Insurance Brokers Ltd. Registered office: c/o Westcan, 5 Anglo Office Park, Bristol BS15 1NT. Trading address: QCS, 53 Queen Charlotte Street, Bristol BS1 4HQ. Registered in England and Wales, Companies House number 07014570. Authorised and regulated by the Financial Conduct Authority, firm reference number 724952. Verify our registration at register.fca.org.uk.
Speak to Apex about your cover — 0117 325 0027 or info@apexinsurancebrokers.co.uk
Last reviewed: May 2026
Apex Insurance Brokers serves UK professional services firms and commercial businesses. Call 0117 325 0027, email hello@apexinsurancebrokers.co.uk, or request a quotation.
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