Request an insurance policy: Your guide to the important document
20.04.25
12
Minutes
Katrin Straub
Managing Director at nextsure
Your insurance policy is more than just a piece of paper; it is the key to your protection. Find out how to request this important document, what rights you have and how to act quickly if it is lost to avoid any disadvantages.
The topic in brief and concise terms
The insurance policy is your proof of contract and is sent automatically after completion; a request is usually only necessary if it is lost and is regulated by law in Section 3 of the VVG.
If a policy is lost, especially in the case of personal insurance, a written declaration of loss is often required, and fees may be charged for issuing a replacement.
Digital policies in customer portals significantly simplify administration and access and meet the legal requirements for text form.
Quick overview: insurance policy at a glance
The insurance policy is your contractual document and confirms the insurance cover. You will receive this automatically after the contract is concluded, usually within 14 days. A request is only necessary in the event of loss or for duplicate copies. The policy contains all important contract details such as the insurance number and entitlement to benefits. Keeping the original is recommended, especially for personal insurance, for at least three years after the end of the contract. This safeguards your claims in the event of a claim.
Practical guide: Understand your insurance policy in detail and act correctly
The insurer is legally obliged to provide you with a policy document, often digitally or by post. This document, which is issued in accordance with Section Three of the Insurance Contract Act (VVG), serves as proof of your rights. It summarises all terms and conditions, such as the type of insurance and the commencement date, often over several pages. A careful check of all details, especially any individual agreements, is essential immediately after receipt in order to correct any errors promptly. For many claims, for example in the case of a life insurance policy, presenting the original with your policy number is essential.
If you ever lose your insurance policy, prompt action is required. For non-life insurance, such as household contents or motor insurance, a simple informal request for a reissue from your insurer is often sufficient. The cost of this is usually borne by the policyholder, as set out in Section Three, Paragraph Five of the VVG. For personal insurance policies, for example income protection insurance, a written declaration of loss is usually required to prevent misuse. Many modern insurers offer customer portals where policies are stored digitally and can be accessed at any time, which virtually eliminates the risk of loss. Requesting a new policy ensures that you can continue to assert your claims, even if the loss of the original document does not in itself immediately end the insurance cover.
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 (non-life or personal insurance).
If necessary, submit a written declaration of loss.
Clarify any costs that may arise for the reissue (often between five and 15 euros).
Keep the new policy in a safe place, ideally also as a digital copy.
Careful management of your insurance documents is an important building block for your financial security and helps avoid unnecessary complications in an emergency.
Expert knowledge: Legal basics and pitfalls when requesting the policy
The Insurance Contract Act (VVG) forms the legal basis for insurance policies in Germany. Section 3 of the VVG clearly regulates the policyholder’s right to receive a policy document in text form or as a formal document. This must happen automatically after the contract is concluded. The insurer is also obliged under Section 7 of the VVG to provide you with all relevant contractual terms and information before the contract is concluded. This serves to protect you and keep you fully informed. If a policy is lost, you can request a replacement under Section 3(3) of the VVG, although you will have to bear the costs.
Our expert tip: When requesting a replacement policy, pay close attention to your insurer’s exact requirements. While a download from the customer portal is sufficient with many digital providers, traditional insurers often require a signed declaration of loss, especially in the case of endowment life insurance policies. This is to protect against unauthorised claims for insurance benefits. The retention period is generally three years after the contract ends. A letter to the insurer should contain all relevant details such as the policy number and personal information. If anything is unclear or there are problems with the insurer, consumer advice centres or the insurance ombudsman can be a helpful first point of reference.
Please note the following points from an expert perspective:
Form of request: Clarify whether an informal email is enough or whether a written declaration of loss with signature is required.
Costs: Ask in advance about the fees for the duplicate copy; these can amount to up to €20.
Processing time: Issuing a new policy can take several 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 policy declarations at any time (Section 3(4) of the VVG).
A correct and complete insurance policy is crucial so that, in the event of a claim, you can enforce your rights without delay.
Digital Pathways: The Insurance Policy in the Online Age
More and more insurers, including nextsure, are relying on digital solutions for contract 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 at any time from anywhere and cannot be physically lost. You will often also receive the policy directly as a PDF attachment by email after the contract has been concluded. These digital formats fulfil the statutory requirement of text form pursuant to Section 3 of the VVG. However, at your express request, the insurer must continue to issue you with a paper document. Digital administration not only simplifies storage, but also speeds up processes such as requesting copies or reporting changes. Access to your documents is therefore possible in just a few clicks.
The switch to digital policies offers numerous advantages for you as a policyholder. Not only do you save paper and space, but you also benefit from faster availability of your documents. This is particularly advantageous in the event of a claim, when contract details need to be accessed quickly. Your data is secured by modern encryption technologies and protected customer logins. Should you still require a physical copy, printing is usually straightforward or, as mentioned, you can request a document. Digitalisation is therefore an important step towards greater transparency and efficiency in the insurance industry, which we at nextsure actively help shape. This trend makes it much easier to request and manage your insurance policy.
Special cases and frequently asked questions about the policy requirement
What happens if the policyholder has died and the heirs need the policy? In such a case, the heirs must prove their entitlement, usually by means of a certificate of inheritance. They can then request a copy of the policy in order to claim the insurance benefits or terminate the contract. Another special case is a change of policyholder, for example after marriage or divorce. In this case, the contract must be amended and a new policy issued. Getting in touch with the insurer is the first step here. For international contracts, it must be clarified which law applies and where the policy is held. The cost of reissuing a policy after loss is often between five and 20 euros. [3,]
A common question also concerns the validity of a copy. For many procedures, especially with property insurance, a copy of the policy is sufficient. However, when payouts from life insurance or similar capital benefits are made, the original is often required. It is therefore advisable to keep the original in a safe place and also create a digital copy. The time limit for claiming benefits is generally three years after they become due. Knowing these details helps you make the best possible use of your rights and act correctly if needed. Clarifying such matters proactively with your insurer can avoid later inconvenience.
Your next step: Have your optimal protection reviewed
The correct management of your insurance policies is an important aspect of your financial planning. It ensures that, if needed, you have quick access to all relevant information and can assert your claims. With an understanding of the requirements, contents and retention of your policy, you are well prepared. If you would like support in reviewing your existing contracts or in selecting new, tailor-made insurance solutions, we at nextsure are here to support you with our expertise. Comprehensive advice can help you identify gaps in your cover and optimise your protection. Take the opportunity to have your insurance situation assessed professionally.
Request your individual risk analysis now: Have your insurance situation reviewed free of charge and receive specific recommendations for improvement.
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 offers a comprehensive article on the insurance policy, exploring its definition, significance and legal aspects.
FAQ
How do I request an insurance policy?
Normally, you will receive your policy automatically after the contract is concluded. If it is lost or you need a duplicate, contact your insurer in writing or by telephone. A declaration of loss is often required, and small fees may apply.
What information is included in an insurance policy?
An insurance policy contains important contract data such as the policyholder, type of insurance, policy number, sum insured, commencement of cover, benefit entitlements 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 may 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 view and download your insurance policies digitally. This is a secure and convenient method.
What happens if I can no longer find my insurance policy?
If you can no longer find your policy, inform your insurer immediately and request a new one. For property insurance, this is usually straightforward; for personal insurance, a declaration of loss may be required.
