Request Insurance Policy: Your Guide to the Important Document
20 Apr 2025
9
Minutes
Katrin Straub
CEO at nextsure
Your insurance policy is more than just a piece of paper; it is the key to your protection. Learn how to request this important document, what rights you have, and how to act quickly in case of loss to avoid disadvantages.
The topic in brief and concise terms
The insurance policy is your proof of contract and is automatically sent upon completion; a request is usually only necessary in case of loss and is regulated by §3 VVG.
In the event of losing a policy, particularly with personal insurance, a written declaration of loss is often required, and costs may be incurred for re-issuance.
Digital policies in customer portals significantly simplify management and access while meeting the legal requirements for text form.
Quick Overview: Insurance policy at a glance
The insurance policy is your contract certificate and confirms the insurance coverage. You will receive it automatically after the contract is concluded, usually within 14 days. A request is only necessary in case of loss or for duplicates. The policy contains all important contract details such as the insurance number and benefit claims. Keeping the original, especially for personal insurance, is recommended for at least three years after the end of the contract. This secures your claims in the event of a benefit claim.
Practical Guide: Understanding the insurance policy in detail and taking the right actions
The insurer is legally required to provide you with a policy, often digitally or by post. This document, issued in accordance with section three of the Insurance Contract Act (VVG), serves as proof of your rights. It summarises all the conditions, such as the type and commencement of the insurance, often over several pages. It is essential to carefully check all details, especially with individual agreements, immediately upon receipt to correct errors promptly. For many claims, such as with a life insurance policy, presenting the original with your policy number is indispensable.
If you ever lose your insurance policy, swift action is required. For property insurance, like home contents or car insurance, a simple informal request for reissue with your insurer is often sufficient. The policyholder usually bears the cost, as specified in section three, paragraph five of the VVG. For personal insurance, such as disability insurance, a written loss declaration is often necessary to prevent misuse. Many modern insurers offer customer portals where policies are stored digitally and can be accessed at any time, virtually eliminating the possibility of loss. Requesting a new policy ensures you can continue to assert your claims, even if the loss of the original document does not immediately cancel the insurance coverage itself.
Here are the typical steps for requesting a replacement policy:
Contact your insurer by phone or in writing.
Ask about the exact procedure for your type of contract (property or personal insurance).
Submit a written loss declaration if necessary.
Clarify any costs that may be incurred for reissue (often between five and 15 Euros).
Keep the new policy safe, ideally also as a digital copy.
Careful management of your insurance documents is an important building block for your financial security and avoids unnecessary complications in case of emergency.
Expert knowledge: Legal fundamentals and pitfalls when requesting the policy
The Insurance Contracts Act (VVG) forms the legal basis for insurance policies in Germany. Paragraph three VVG clearly regulates the policyholder's right to receive an insurance certificate in text form or as a document. This must occur automatically after the conclusion of the contract. In addition, according to paragraph seven VVG, the insurer is obliged to provide you with all relevant contract terms and information before the contract is concluded. This is for your protection and comprehensive information. If a policy is lost, you can request a new one in accordance with paragraph three, subsection three VVG, bearing the cost yourself.
Our expert tip: Pay attention to the specific requirements of your insurer when requesting a replacement policy. While a download in the customer portal suffices for many digital providers, traditional insurers often require a signed loss declaration, especially for capital-forming life insurance. This is to protect against unauthorized claims on insurance benefits. The retention period is usually three years after the end of the contract. A letter to the insurance company should contain all relevant data such as contract number and personal information. In case of uncertainties or problems with the insurer, consumer advice centers or the insurance ombudsman can provide initial guidance.
Consider the following points from an expert perspective:
Form of request: Determine whether an informal email suffices or a written loss declaration with a signature is necessary.
Costs: Ask in advance about the fees for the duplicate; these can be up to 20 euros.
Processing time: Issuing a new policy can take anywhere from a few days to a few weeks.
Digital options: Check whether your insurer offers a customer portal with digital policies – this is often the quickest solution.
Right to copies: You can request copies of your contract declarations at any time (paragraph three, subsection four VVG).
A correct and complete insurance policy is crucial to enforce your claims without delay in the event of a benefit.
Digital Paths: The Insurance Policy in the Online Age
More and more insurers, including nextsure, are adopting digital solutions for policy documents. An electronic insurance confirmation is often the first step. Many providers make the actual policy available for download in a secure customer portal. This has the advantage that the document can be accessed anytime and anywhere and cannot be lost physically. Often, you also receive the policy directly as a PDF attachment via email after the contract is concluded. These digital formats fulfill the legal requirement for text form in accordance with Paragraph 3 VVG. However, at your explicit request, the insurer must still issue you a certificate in paper form. Digital management not only simplifies storage but also speeds up processes such as requesting copies or reporting changes. Access to your documents is possible with just a few clicks.
Switching to digital policies offers numerous advantages for you as an insurance policyholder. You not only save paper and space but also benefit from faster availability of your documents. This is particularly advantageous in the event of a claim when quick access to contract details is necessary. The security of your data is ensured through modern encryption techniques and secure customer logins. Should you still require a physical copy, printing is usually possible without any issues, or as mentioned, you can request a certificate. The digitization is thus an important step towards more transparency and efficiency in the insurance industry, which we at nextsure are actively shaping. This trend significantly eases the process of requesting and managing your insurance policy.
Special Cases and Frequently Asked Questions About Policy Requests
What happens if the policyholder has passed away and the heirs need the policy? In such a case, the heirs must prove their entitlement, usually through a certificate of inheritance. They can then request a copy of the policy to claim the insurance benefits or terminate the contract. Another special case is the change of policyholder, for example, following a marriage or divorce. Here, the contract must be adjusted and a new policy issued. Contacting the insurance company is the first step here. For international contracts, it must be clarified which law applies and where the policy is kept. The cost of reissuing a lost policy is often between five and 20 euros. [3,]
A common question also concerns the validity of a copy. For many processes, especially with property insurance, a copy of the policy is sufficient. However, for payouts from life insurance or similar capital benefits, the original is often required. It is therefore advisable to keep the original safe and also create a digital copy. The deadline for requesting benefits is generally three years after the due date. Knowing these details helps you to exercise your rights optimally and to act correctly if necessary. Proactively clarifying such questions with your insurer can avoid later inconveniences.
Your next step: Have the optimal protection checked
Proper management of your insurance policies is an important aspect of your financial planning. It ensures you have quick access to all relevant information if needed and can make your claims. With knowledge of the requirements, content, and storage of your policy, you are well prepared. If you wish for support in reviewing your existing contracts or selecting new, tailored insurance solutions, we at nextsure are here to assist you with our expertise. A comprehensive consultation can help you identify gaps in your coverage and optimize your protection. Take the opportunity to have your insurance situation professionally assessed.
Request an individual risk analysis now: Have your insurance situation reviewed for free and receive specific optimization suggestions.
More useful links
Gesetze im Internet offers the full text of the Insurance Contract Act (VVG 2008), which forms the legal basis for insurance policies in Germany.
Wikipedia provides an extensive article on insurance policies, highlighting their definition, significance, and legal aspects.
FAQ
How do I request an insurance policy?
You normally receive your policy automatically after the contract is concluded. In case of loss or if you need a duplicate, contact your insurer in writing or by phone. Often, a declaration of loss is necessary and there may be a small fee involved.
What information is included in an insurance policy?
An insurance policy contains important contract details such as policyholder, type of insurance, policy number, sum insured, commencement of insurance, benefit claims, and individual agreements.
How long do I need to keep my insurance policy?
It is recommended to keep insurance policies for at least three years beyond the end of the contract, as claims can still be made within this period.
What is the difference between an insurance certificate and an insurance policy?
The terms insurance certificate and insurance policy are used synonymously and both refer to the document that confirms the insurance contract.
Can I view my insurance policy online?
Many insurers now offer customer portals where you can digitally view and download your insurance policies. This is a secure and convenient method.
What happens if I can't find my insurance policy anymore?
If you can no longer find your policy, immediately inform your insurer and request a new one. This is usually straightforward for property insurance, but for personal insurance, a loss declaration may be required.
