1.

FINAL SURVEY REPORT

1. TIME LIMITS

i. The final survey report should be submitted within 7 days of

appointment. Survey should be conducted by the appointed surveyor
himself; survey by an agent or representative or any other person on behalf
of the appointed surveyor is not permissible. In case of delay, a
status/interim report along with photographs is to be submitted (also over
mail) on the seventh day specifying:
a. Details of assessment so far finalised
b. Indication of expected liability
c. Reason for delay in finalization
d. Particulars of dispute/ disagreement, if any.
ii. In any case, the final survey report should be submitted within 30 days
from the date of appointment.
iii. In special cases, where either due to the special nature or complexities of
the case, the report cannot be submitted within 30 days, the surveyor
should seek an extension of time from the Company. Such extension and
reasons for the same should also be intimated by the surveyor to the
Insured. The surveyor must provide updates during the extended period on
a monthly basis, till submission of the final report.
iv. In no case, shall a surveyor take more than ninety (90) days
from the date of appointment forsubmittingthe survey report.
v. If the report is incomplete in any way or further details/clarifications are
sought from the surveyor, the surveyor should provide the
additional/addendum report, addressing the issues, within 15 days of
such a request.

1. FINAL SURVEYPHOTOGRAPHS

i. Digital Photographs from different angles to be taken showing the date and
time of survey.
ii. All photographs should be serially marked and should be signed and
stamped by the surveyor.
iii. Clearly marked photographs of all the damages to be submitted. The
photographs, in any case, must be clear. Some photographs should show
 the registration number of the vehicle. Also, at least one photograph
showing engine number and one showing chassis number is necessary.
iv. Pencil tracing of engine and chassis number is an essential
requirement if not shown in photograph.
v. A soft copy of the report along withphotographs should be e-mailed to the
concerned operating office.
vi. Photographs along with reports, in the soft form should be preserved by
the surveyors for at least 03 years from the date of submission of the
Report.

2. FINALSURVEY REPORT

i. The report to be submitted in the prescribed format only(Annexure T).

ii. The name of the office from which the job was allotted, date of survey
allotment, date(s) of survey, workshop(s)/place(s) where the survey was
actually conducted and the names of the people from whom the
information was collected, is to be clearly mentioned.
iii. A copy of the survey allotment letter/ email should be attached along with
the report.
iv. Detailed comments about cause of loss, extent of loss, nature of ownership
and insurable interest to be given in the report. The cause of loss
mentioned should not be a mere repetition of what the Insured has stated
in the claim form, but should be based on an objective appraisal of various
facts noted during the survey.
v. All vehicular documents (RC, Fitness, Permit, Authorization, and Driving
Licence) should necessarily be verifiedfrom the government authorized
websites such as vahan.nic.in or sarathi.nic.in or morth.nic.in or respective
state transport websites, etc.In cases of doubt where RTO verification is
necessary, the verification may be either done by the surveyor himself or by
any investigator appointed by the Company, on being approached by the
surveyor for this purpose. However, report should not be kept pending for
want of verification of documents.
vi. Any damage noticed by the Spot Surveyor, which is not related to the
subject accident, must be examined and highlighted.
vii. In case of claims for accidental damage due to fire, additional comments on
the source, causeand spread (propagation) of fireand confirmation about
whether the fire was reported to the fire brigade, is essential. The surveyor
 should procure the fire brigade report from the Insured, wherever
applicable.
viii. In case of claims for damage due to inundation, personalized attention to
repairs should be given to ensure necessary cleaning, drying and
flushing of the engine without any delay,failing which a small
loss may get aggravated resulting in a total loss. Advice to the
repairer and or Insured in such cases should be given in writing
to ensure compliance.
ix. In case of doubt about the cause and nature of accident, the Final Surveyor
should obtain written statements of Driver or any occupant of the vehicle.
x. Estimated value of repairs with break-up of labour charges, material cost,
painting cost etc. should be clearly and separately mentioned.
xi. Detailed description of all major damages is essential. Clear comments
about whether the damage is consistent and relevant with the narration
of the accident as given, should be provided for every major damaged part.
Surveyor is expected to give clear details of the extent of damages,
illustrated and corroborated through photographs.
xii. Aggregate/serial numbers (identification numbers) of all major
assemblies/ sub-assemblies/ tyres and numbered internal parts – damaged
and replaced - to be physically checked and the same to be mentioned in
the survey report.
Major assemblies shall include:

a. Engine b. Chassis c. Cowl

d. Battery e. I Beam f. Radiator
g. Gear Box h. Real axle i. Steering Box
j. FIP k. Truck brake valve l. Alternator/
(Servo) Dynamo
m. Starter Motor n. Extra Fittings like CD o. Tyres including
player, TV etc Stepney wheel
xiii. The surveyor must certify that price allowed for each part is as per the
manufacturer’s listed price on the date of accident, for a similar model.
xiv. Where second hand/ reconditioned parts are allowed, the lesser of the
second-hand/ reconditioned value and depreciated market value (current
value of new part less applicable depreciation) should be allowed and the
working should be shown in the report to justify the same. Appropriate
salvage value of the part replaced should be considered.
 xv. The surveyor should recommend applicability of depreciation and the
percentage and quantum of depreciation for each part.
xvi. The Surveyor should comment, in a general manner, on the policy
issued.The surveyor should also comment specifically on admissibility of
the loss, supported with reasons.
xvii. The final report should clearly specify the expected value of the salvage or
wreck. (The Surveyor should clearly specify if the RC is required to be
cancelled in the light of Section-55 of Motor Vehicles Act, 1988 and the
nature and extent of damage of the vehicle insured. He should also give
separate wreck value of in case of cancellation of RC as also where the RC is
not required to be cancelled).The salvage disposal will have to be carried
out by the surveyor as per the guidelines of salvage disposal given in the
manual and salvage disposal fees will be separately paid to the surveyor for
this.
xviii. Any breach of policy terms and conditions and endorsements by Insured,
if noticed, should be clearly mentioned.
xix. Surveyor should comment on violations of Permit, Authorization, DL,
RC, and FitnessCertificate etc. Details of such violations to be given.
XX. To give reasons for repudiation of the claim, if so opined, in case the
claim is not covered under policy terms and conditions.

3. OTHER EXPECTATIONS FROM THE FINAL SURVEYOR

i. All facts to be tallied with the information as provided in the spot survey
report and other documents and any deviation observed is to be
highlighted in the report and be factored in the final assessment/
recommendations.
ii. Survey should normally be conducted at the workshops from where the
estimate is submitted.
iii. In case of dispute with a repairer or Insured, the surveyor should
immediately report such disputes to the Company so that, wherever
necessary, the Company may take suitable effective measures to sort out
the disputes.
iv. The surveyor should address and satisfy queries of the Insured or the
Insurer and of persons connected in respect of the claim or loss.
v. The final surveyor must take the concurrence of the Competent Authority
regarding the mode of settlement and quantum of salvage/wreck value in
cases of cash loss, total loss, and constructive total loss.
vi. Any loss control or precautionary measures should be communicated at the
earliest to the Insurer and Insured in writing.