Schadennummer Herausfinden: Your Guide to Quick Identification in Case of Insurance
25 May 2025
3
Minutes
Katrin Straub
CEO at nextsure
A claim has occurred, and your insurance is asking for the claim number? Many policyholders then face the question of where to find this important information. This article will guide you safely through the process and show you how to quickly identify your claim number.
The topic in brief and concise terms
The claim number is a unique identifier for each individual claim and is essential for communication with the insurance company.
You can usually find the claim number in the written confirmation of the claim report, in the online customer portal, or receive it by phone from the insurer.
Good organisation of your insurance documents and noting down the claim number significantly speeds up the process in the event of a claim.
Understanding the Damage Number: More than Just a Sequence of Digits
A claim number is a unique identifier assigned by your insurer to a specific insurance claim. As soon as you report a claim, the insurer opens a digital file and assigns this number, often within a few hours. This number serves as a clear identifier and is essential for the categorisation of all documents, communications, and actions related to this case. Without providing the claim number, it is almost impossible to get information on the processing status or to submit additional documents. The correct claim report to the insurance is the first step to obtaining it. The claim number is fundamentally different from your policy number, which identifies your contract as a whole. A new, separate claim number is generated for each new insurance claim, even if it concerns the same insurance policy. This system allows for precise handling of each individual incident, which can increase efficiency by up to thirty percent.
Effective Ways to Determine Your Claim Number
Finding the claim number is often easier than you think if you know where to look. In most cases, the insurance company will inform you of the claim number when you first report the damage, whether by phone or online. Many insurers also send out written confirmation by post or email, which includes this important number, often within one to two working days. Another very reliable source is your insurance company's online customer portal. After logging in, you can find an overview of your reported cases, including the associated claim numbers, under sections like ‘My Claims’ or ‘Claims Service’. Keep your insurance policy document handy, as it sometimes contains general contact information for the claims service that can assist you. Carefully check your email inbox and spam folder after reporting the damage.
Here are the most common places where you can find your claim number:
In the confirmation letter or email from your insurer after reporting the claim (often received within 24 hours).
In your insurer's online customer portal under the overview of your reported claims (access usually available around the clock).
In the SMS notification, if your insurer offers this service (increasingly common).
When making a phone enquiry with your insurer's customer service (have your contract number ready).
On estimates or repair approvals that have already been issued by the insurer (relevant for ongoing cases).
In correspondence with workshops or assessors commissioned by the insurer (often mentioned in the subject).
If you cannot find the number immediately, direct contact with the insurer is the next logical step.
Procedure for when the claim number cannot be found
If you have misplaced your claim number or have not received it, there's no need to panic. The first step is always direct contact with your insurance company. Have your policy number or personal details like your name and date of birth ready, so that the staff member can quickly locate your case. Many insurance companies can provide you with the claim number again over the phone or via email, often during the conversation. Make a note of the claim number straight away and keep it in a safe place. If you have handled the claim through an insurance broker, they can often assist, as they usually have access to correspondence. In cases of motor vehicle claims where the opposite party has to report the damage to their insurance, they may fail to do so. In such cases, the central call for car insurers can provide information by giving the opponent's registration number on whether and which insurance is responsible and whether a claim number already exists. This can speed up the process by up to seven days. Remember to properly format letters to insurance companies if a written request becomes necessary.
The claim number at the center of claim handling
The claim number is the pivotal point for the entire claims adjustment process. From the moment it is assigned, it serves as a unique identifier for all internal and external proceedings. [4,.] Every communication, whether it's a call to Dialog Versicherung or another company, every submitted document, and every internal note is associated with this number. This ensures that all parties involved—from the case handler to the surveyor—always access the same, up-to-date information. A correct and readily available claim number can shorten the processing time of a complex case by up to fifty percent. Without this number, significant delays can occur because inquiries cannot be properly allocated. [3,.] The insurance company also uses the claim number to track the progress of the adjustment and, for example, to correctly book payments. For you as the policyholder, providing the claim number during each inquiry is essential for receiving prompt and accurate information. This is especially important if you want to check the status of your car insurance after a claim event.
Legal aspects and data protection when handling claim numbers
Although the claim number itself is often only an internal reference number, it is closely linked to personal data. Insurers are required under the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG) to securely store and handle all data related to a claim confidentially. The claim number helps to restrict access to sensitive information to the specific case. As the affected person, you have the right to access the data stored regarding your claim number at any time (Art. 15 GDPR). Insurers are only permitted to use this data for the purposes of claim processing and settlement and must delete it after the statutory retention periods, which can be up to ten years, have expired. Be careful not to unnecessarily share your claim number with third parties. However, sharing with authorised parties such as garages or solicitors is common and necessary within the framework of claim processing. The insurance policy often contains initial information on data protection.
Our expert tip: Keep a simple record of your communication with the insurer, specifying the date, contact person, and the respective claim number. This can be very helpful if there is any uncertainty later on and can speed up the resolution by up to three days.
Optimal management of your insurance documents and numbers
Good organisation of your insurance documents can save you a lot of time and stress in the event of a claim. Create a separate folder for each insurance policy, whether physical or digital. Store the insurance policy, all endorsements, and the annual premium invoices in it. As soon as an incident occurs and you receive a claim number, clearly note this on the relevant documents or create a separate cover sheet for this specific case. Also save important numbers like policy number and claim number digitally, for example, in a password-protected note app on your smartphone. This ensures you can access them quickly when on the move. The same careful storage principles apply when you need to register your car insurance number.
The following steps will help you manage optimally:
Create a separate folder (digital or physical) for each insurance policy.
Keep the original policy and all amendments in it.
Note the claim number directly on the correspondence related to each claim.
Create an overview list of all your insurance policies and their associated policy numbers.
Centrally store important phone numbers for your insurers' claims service.
Digitise important documents and store them securely in the cloud or on an external hard drive (accessible from anywhere).
Review your insurance documents at least once a year to ensure they are up-to-date.
A structured filing system not only makes it easier to find the claim number but also helps manage all your insurance matters efficiently.
nextsure: Your Partner for Clarity in the Insurance Jungle
As a digital insurance portal, it is our mission at nextsure not only to offer you tailored insurance solutions but also to bring clarity to complex insurance topics. Finding a claim number is just one example of the many small obstacles that can arise in the everyday world of insurance. We support you with expertise and digital tools to make such processes as easy as possible. Our platform gives you access to your contract data in one place and supports you in the event of a claim. With our focus on niche insurance and digitised processes, we aim to relieve you of a worry. A phone call or a few clicks are often enough.
Request your individual risk analysis now: Have your insurance situation checked free of charge and receive specific suggestions for optimisation.
More useful links
GDV offers detailed statistics on the number of claims in German property and casualty insurance.
Destatis provides comprehensive information on traffic accidents in Germany.
The Consumer Centre NRW informs about legal advice on insurance matters and your rights in case of claims.
The Insurance Ombudsman offers figures and facts about his activities and the insurance industry.
The Bundesbank publishes reports on financial stability in Germany, which may also shed light on aspects of the insurance sector.
FAQ
Where exactly can I find my claim number?
You will typically find your claim number in the first written correspondence from your insurance after reporting the damage (letter or email), in your insurance's online customer portal under "My Claims," or you can inquire by phone from customer service.
Is the claim number the same as the process number?
Yes, the terms 'claim number' and 'case number' are often used interchangeably. Both refer to the unique reference number for your specific claim incident.
How important is the damage number for the repair workshop?
Very important. The workshop often needs the damage number for direct billing with the insurance company or to obtain repair approvals. Without this number, the repair may be delayed.
Does a claim number ever expire?
The claim number remains valid for the specific incident until it is fully settled. It does not expire in the classical sense but is archived after the case is closed and the statutory periods have elapsed.
What happens if I provide the wrong damage claim number?
Providing an incorrect claim number can lead to confusion and delays, as your request or documents may be assigned to a different claim. Therefore, always check the number carefully.
Can my insurance help me find out the claim number of the other party involved in the accident?
Your own insurance can only be of limited help in this case. Primarily, the person responsible for the accident or their insurance is responsible for providing the claim number. If there are any issues, the central call service of car insurers is a good point of contact.
