Free guide to starting a UK plant hire companyUpdated October 2026 · Browse all guides
Plant Hire Start-Up Guide
Startup checklist

Legal, insurance and safety

Making plant hire insurance claims

How to make plant insurance claims for theft, damage and liability: first steps, evidence, working with adjusters, recovering from hirers and renewals.

Guide specPHSUG-99
Read time5 min
LevelBeginner
NotifySame day
UpdatedOct 2026

Key takeaways

  • Tell your broker or insurer promptly; late notification can affect cover.
  • Gather evidence: photos, reports, tracker data, hire records, crime reference numbers.
  • Don't admit liability or agree repairs before speaking to your insurer.
  • Recover what you can from the hirer under your terms; your insurer may do this for you.

First steps

  1. 01

    Make it safe

    People first, then the machine and site.

  2. 02

    Report

    Police for theft or criminal damage; get a crime reference number.

  3. 03

    Notify your broker or insurer

    The same day if possible.

  4. 04

    Preserve evidence

    Don't repair or dispose of damaged items until agreed.

  5. 05

    Tell the hirer in writing

    If it happened on hire.

Evidence

Claim typeEvidence to gather
TheftCrime reference, tracker logs, key records, proof of security measures, serial numbers
Damage on hireDelivery and collection photos, condition reports, hirer's report
Third-party damagePhotos, witness details, what happened, who was operating
InjuryAccident report, RIDDOR report if made, RAMS, training records

Good records from pre-delivery checks and condition reports make claims much easier.

The claims process

  1. 01

    Claim form

    Complete it accurately; include all evidence.

  2. 02

    Loss adjuster

    For larger claims, an adjuster may inspect and interview.

  3. 03

    Quotes

    Repair quotes or replacement values as requested.

  4. 04

    Settlement

    Payment less your excess.

  5. 05

    Close out

    Update records and your asset register.

Recovering from hirers

Under typical hire terms the hirer is responsible for loss and damage during the hire. Your insurer may pay you and then pursue the hirer, or you may recover the excess and uninsured losses yourself, such as lost hire. Keep the signed terms and evidence ready. See CPA conditions.

Claims and renewals

  • Claims history affects premiums and terms.
  • Show insurers what you've changed after a claim: security, procedures, training.
  • Keep a log of incidents, near-misses and claims; see accident reporting.
  • Review excesses against how often you claim.

FAQs

Common questions

How do I claim on plant insurance after a theft?
Report it to the police for a crime reference, notify your insurer the same day, and provide tracker logs, serial numbers, key records and evidence that you met the policy's security conditions.
Who pays when a hired machine is damaged?
Under typical hire terms, the hirer is responsible for loss and damage during the hire. Your insurer may pay and then recover from the hirer.
Do claims increase plant insurance premiums?
They can. Showing insurers what you've changed afterwards helps at renewal.

This guide is general information for people setting up a plant hire business in the UK. It is not legal, tax, insurance or financial advice. Rules and thresholds change, so check current guidance on GOV.UK and take advice from an accountant, solicitor or broker before acting.