What is the insurance policy document? Your guide to rights and obligations
10.06.25
3
Minutes
Katrin Straub
Managing Director at nextsure
The insurance policy document is the centrepiece of your cover and is often more than 20 pages long. It records your contract and is crucial in the event of a claim, which occurs millions of times every year. Without it, claims can be difficult to enforce.
The topic in brief and concise terms
The insurance certificate (policy) is the document of your insurance contract and lists all rights and obligations; its issue is regulated in Section 3 of the VVG.
Important details are the policyholder, insured risk, sum insured, premium and term.
In the event of loss, the contract remains valid; a replacement policy can be requested, for life insurance often with a declaration of loss.
Insurance policy document: The basics explained clearly
The insurance policy document is evidence of your insurance contract. It documents the agreed cover. You receive this document, also known as the policy, from the insurer.
It is a key piece of evidence. Under section three of the VVG, the insurer is obliged to issue it. The law safeguards your right to clear documentation.
The policy summarises all agreements. It can run to more than ten pages. It forms the basis of your cover. Careful understanding is essential.
Contents of the insurance certificate: What you need to know
An insurance policy document contains numerous important details. These include the name and address of the policyholder and insurer. The individual policy number uniquely identifies your contract.
The start date of cover and the term, often several years, are also defined. Insured risks and sums insured are listed in detail. In the event of a claim, these can reach six-figure amounts.
The premium amount and method of payment are also included. Special conditions and clauses that expand or restrict the scope are also set out there.
General insurance conditions (AVB) are often enclosed. These can easily run to more than 20 pages. Check all the details carefully. This will help you avoid surprises when you need to make a claim.
Legal significance: More than just a piece of paper
The insurance certificate is an important document of evidence. It records the full content of the contract. In accordance with § 3 VVG, the insurer must transmit the certificate to the policyholder in text form.
This document serves as proof of cover. In the event of a dispute, such as during a claims settlement, it is crucial. Such cases occur millions of times each year in Germany.
The certificate can even function as a simple promissory note. In life insurance policies, it is often a qualified promissory note. The insurer may require its presentation before making payment.
Under § 4 VVG, a bearer certificate serves as a document of legitimation. This underlines the need for secure storage.
Quick Facts: The insurance policy at a glance
Here are the key points about the insurance policy in brief:
It is the contractual document of your insurance policy, often over 15 pages long.
It contains all the details: benefits, premiums, and a term that is often several years long.
It serves as evidence in the event of a claim, which statistically affects every third household each year.
Issuance is regulated by law in Section 3 of the VVG.
Also called the policy; both terms mean the same thing.
The policy number is a key identifying feature.
Loss does not mean the contract ends, but it does make processing more difficult.
Digital insurance policies are standard with online providers and are often available immediately.
These facts will help you quickly understand the role of the insurance policy.
Practical section: The insurance policy in everyday life
In everyday life, you mainly need your insurance certificate in two situations. First, when making a claim report. Costs here can exceed one thousand euros. Second, to check contract details, such as notice periods of three months.
For example: a water damage claim costing five thousand euros. The contents insurance needs the policy number. Without it, processing is delayed by days. Keep the original in a safe place, especially with endowment life insurance.
With many digital insurers such as nextsure, you receive documents online. This makes storage and access much easier. An average household in Germany has more than five insurance policies. Keeping track of them is important.
In-depth expertise: legal aspects and recent rulings
The Insurance Contract Act (VVG) is the basis. Section 3(1) VVG requires the insurer to provide it in text form. If it is lost, a new copy may be requested under Section 3(3) VVG.
For certain policies, such as life insurance, a declaration of invalidity may be necessary. Recent judgments emphasise the importance of correct information.
If the content of the policy differs from the application, Section 5 VVG applies. You then have a one-month right to object.
Our expert tip: Check the policy document as soon as you receive it. It must match your application. Report any discrepancies in writing immediately.
The retention period is three years after the contract ends. This is important for any subsequent claims. For complex products, often over fifty pages, advice is advisable.
Have you lost your insurance policy document? No need to panic! Your insurance cover remains in place. The contract is still valid.
Report the loss to your insurer without delay. For property insurance, an informal notification is often sufficient. The insurer will issue a replacement policy.
This is usually done for a fee of ten to twenty euros. For personal insurance, especially life insurance, the procedure is stricter. A loss declaration is often required.
This written declaration confirms that the original cannot be found. Digital insurers have advantages. Documents are often stored in the customer portal. You can download them at any time.
This makes a loss easy to compensate for. A call to the 24-hour service hotline will clarify the exact steps.
The following steps are recommended in the event of loss:
Inform the insurer immediately (by phone or in writing).
Ask about the requirements for a replacement policy (often a phone call is enough).
For life insurance, submit a written loss declaration.
Enquire about the cost of reissue (usually between ten and thirty euros).
Keep the new policy safe, ideally also in digital form.
This ensures that you have all the necessary documents to hand in the event of a claim.
Digitalisation: The modern insurance policy document
Digitalisation has changed the insurance certificate. Modern insurers such as direct insurers and insurtechs rely on digital policies. Instead of paper documents, customers receive PDF files.
These are sent by email after the contract is concluded. They are often also available in the customer portal. This has several advantages: immediate availability within minutes.
The digital policy cannot be lost. It is accessible from anywhere. The legal validity of a digital policy is identical to that of a paper document, provided § 3 VVG is met.
For customers, this simplifies administration. A user can easily keep track of up to ten policies. The environment also benefits from lower paper consumption.
Conclusion and your next step
The insurance policy document is a key document. It substantiates your entitlements and lists all contractual details. This often runs to more than twenty pages.
Careful checking and secure storage are essential. This applies whether in paper form or digitally. If anything is unclear or if it is lost, you now know how to proceed.
Use this knowledge to your advantage. A clear understanding of your policy safeguards your rights in an emergency. This is especially important with five policies per household.
Request an individual risk analysis now: Have your insurance situation reviewed free of charge and receive concrete suggestions for improvement.
More useful links
Wikipedia offers a comprehensive overview of the insurance policy.
Laws on the Internet provides the full legal text of the Insurance Contract Act (VVG 2008), which forms the legal basis for the insurance policy.
Gabler Business Dictionary provides a detailed definition of the insurance policy in the context of business and the insurance industry.
FAQ
What exactly is an insurance policy?
An insurance policy document, also called a policy, is the document issued by the insurer that records the contents of the insurance contract and serves as proof of the insurance cover in place. It contains all essential contract details.
What information is included in the policy document?
Typically, you will find details about the policyholder, the insurer, the policy number, the start and duration of the contract, the insured risks, the sum insured, the premium amount, and the General Terms and Conditions of Insurance (AVB).
Why is the insurance certificate so important?
It is a key piece of evidence. In the event of a claim, it serves as proof of your claim against the insurance company. Without it, claims handling can become complicated.
What happens if I lose my insurance certificate?
Insurance cover does not lapse automatically. However, you should report the loss to your insurer and request a replacement policy. With life insurance policies, a declaration of loss is often necessary.
Does the insurer have to issue me an insurance policy?
Yes, under Section 3 of the Insurance Contract Act (VVG), the insurer is obliged to provide the policyholder with an insurance policy in text form.
Is the insurance certificate also available digitally?
Yes, many modern insurers provide the insurance policy document digitally as a PDF, which is sent by email or can be accessed in the customer portal. This is legally equivalent.
