The insurance policy: your central proof of comprehensive cover and clear claims
02.04.25
9
Minutes
Katrin Straub
Managing Director at nextsure
An insurance policy is more than just a piece of paper; it is the legally valid proof of your insurance cover. This document details your policy terms and is essential for receiving benefits in the event of a claim. Find out why a clear understanding of your policy is indispensable.
The topic in brief and concise terms
The insurance policy (certificate of insurance) is the document that legally confirms your insurance contract and contains all essential contract details.
Under Section 3 of the VVG, as the policyholder you are entitled to receive a policy in text form; this serves as important proof in the event of a claim.
Keep your insurance policy in a safe place, even after the contract ends, for at least three years, as it may be crucial for asserting claims.
The insurance policy at a glance: Quick facts for policyholders
An insurance policy, also referred to as the policy document, is the official document that legally confirms your insurance contract. You receive this document from the insurer after the contract has been concluded, usually within a few days by post or digitally. This document contains all the key information about your insurance, such as the policy number, the term and the amount of the premiums. Particularly important is the policy number, which is required for every claim notification or request for benefits. The policy serves as conclusive proof of the cover in place and the agreed terms and conditions. A thorough understanding of the contents ensures your entitlement in the event of a claim.
Practical significance of the policy: understanding content and structure
A typical insurance policy often begins with a cover page that clearly summarises the key details. These include the name of the insurance company, the chosen tariff, the policy number and the start date of the insurance cover. Also listed are the policyholder, the insured person (if different), the premium and the scope of cover. The following pages contain detailed policy conditions and the General Terms and Conditions of Insurance (AVB). It is advisable to read these sections carefully in order to understand, for example, rules on cancellation, conduct in the event of death or exclusions from benefits. An insurance certificate is therefore your personal reference for all contract details. Knowing these details can be crucial in the event of a claim in order to avoid delays or refusals that may be based on misunderstandings. For example: in household contents insurance, damage caused by acts of war is often excluded, which is noted in the AVB.
Important contents of an insurance policy typically include:
Name and address of the policyholder and the insurer.
The exact description of the insured risks and the scope of cover.
The sum insured, i.e. the maximum amount paid in the event of a claim.
The amount of the premium and the payment terms.
The start and duration of the insurance contract.
Information on notice periods and conditions for cancellation.
Any special agreements or clauses.
The General Terms and Conditions of Insurance (AVB).
These elements clearly define the rights and obligations of both contracting parties. Carefully checking this information when you receive the policy is essential to ensure that the contract matches your expectations and needs. This allows you to resolve any discrepancies at an early stage and puts you on the safe side when it comes to claims.
Expert knowledge: Legal foundations and the role of the VVG
The Insurance Contract Act (VVG) forms the legal basis for insurance policies in Germany. Under § 3 paragraph 1 VVG, the policyholder is entitled to the issuance of an insurance policy in text form. Upon request, it must even be handed over as a document. This statutory obligation ensures that you, as the customer, receive tangible proof of your contract. The policy serves as documentary evidence and records the entire contractual content. If your insurance policy number is unclear or the policy is lost, § 3 paragraph 3 VVG stipulates that you can request a new copy, although the insurer may only be obliged to reissue it after a declaration of invalidity in some circumstances. The costs for this are generally borne by the policyholder. The VVG also comprehensively regulates the rights and obligations of both contracting parties, from the policyholder's duty of disclosure at the time the contract is concluded (§ 19 VVG) to the consequences of breaches of duty (§ 28 VVG). An understanding of this legal framework is advantageous for every policyholder. For example, under § 6 VVG, the insurer is obliged to provide advice and documentation, which can secure you claims in the event of incorrect advice.
Our expert tip: carefully check your insurance policy on receipt to ensure it matches the application and the advice discussions you had. If there are any discrepancies, you should contact the insurer immediately, as otherwise the differing contents may be deemed approved in some circumstances (see § 5 VVG).
Digital insurance policy and storage: What you need to consider
In the digital age, many insurers also provide the policy electronically, for example in a customer portal. This has the advantage that the document can be accessed at any time and from anywhere. The legal validity of a policy transmitted digitally is generally assured, as long as it meets the requirements of text form. It is also important to store digital policies securely to prevent data loss. In terms of retention, there is no explicit legal obligation for private individuals in Germany; however, it is strongly recommended that insurance policies be kept for at least the duration of the contract plus a further three years. This period is based on the general civil law limitation period of three years (§ 195 BGB), which begins at the end of the calendar year in which the claim arose and in which the creditor became aware, or would have become aware without gross negligence, of the circumstances giving rise to the claim and the identity of the debtor. For certain types of insurance, such as life or pension insurance, keeping them for an even longer period may make sense, as they can also have tax or inheritance relevance. In the event of a claim, especially in the case of personal insurance, the original document or at least a copy is often required. Careful correspondence with insurers and proper archiving of your documents are therefore essential.
Recommendations for retaining your insurance policy:
Keep the original policy in a safe but accessible place.
For digital policies, create a backup copy on an external storage medium or in a secure cloud.
Keep all endorsements and amendments to the contract together with the original policy.
Observe the recommended retention period of at least three years after the end of the contract.
For policies with long-term relevance (e.g. life insurance), indefinite retention is advisable.
The correct handling and storage of your insurance policy ensures that, if needed, you can access all relevant information quickly and easily. This significantly facilitates claims handling.
Loss of the policy: steps to retrieve it and protect your claims
The loss of an insurance policy can happen, for example after moving house or through carelessness. For property insurance, such as home contents or motor insurance, requesting a duplicate is usually straightforward. Contacting the insurer is often enough to obtain a replacement policy. For personal insurance, especially life insurance, the process can be more involved and may require submitting a declaration of loss. Without the policy, you lack direct proof of your insurance cover, which can make asserting claims more difficult. It is therefore advisable to report the loss to the insurer without delay. In accordance with Section 3(3) of the VVG, you may request the issue of a new insurance certificate. The costs for this are usually borne by the policyholder. Even though the insurance cover does not lapse as a result of the loss of the document, the policy is very important as evidence in the event of a claim. Prompt notification and requesting a replacement policy ensures you remain able to act. Please note that for the payment of certain benefits, such as under a life insurance policy, the original policy often has to be presented. The distinction between policyholder and insured person may also be relevant here if the policy is needed not by the policyholder themselves, but by another authorised person.
Your path to optimal cover: advice from nextsure
The insurance policy is a complex but indispensable document for your financial security. A precise understanding of the content and legal framework protects you from unpleasant surprises. At nextsure, we understand that the world of insurance can sometimes be confusing. Our mission is to offer you tailored and easy-to-understand insurance solutions as a digital insurance portal. We help you keep track and find the cover that suits your individual situation. Careful analysis of your existing contracts and a clear explanation of your insurance policies are part of our service. This ensures that you know exactly what you are insured for and which benefits you can expect in the event of a claim. Use our expertise for your peace of mind.
Request an individual risk analysis now: Have your insurance situation reviewed free of charge and receive concrete suggestions for improvement.
More useful links
Wikipedia provides a comprehensive overview of the insurance policy document, the official document of your insurance contract.
Wikipedia explains the insurance contract in Germany, which forms the legal basis for the relationship between insurer and policyholder.
Wikipedia describes the Insurance Contract Act (VVG) in Germany, which regulates the rights and obligations in insurance law.
FAQ
Is a digital insurance policy legally valid?
Yes, an insurance policy transmitted digitally is generally legally valid, provided it meets the legal requirements for text form. Secure storage is important.
Do I have to pay for the reissue of a lost policy?
Yes, the costs for issuing a new insurance certificate after loss are generally to be borne by the policyholder in accordance with Section 3, paragraph five of the VVG.
What is the Insurance Contract Act (VVG)?
The VVG is the German law that governs the rights and obligations of insurers and policyholders and forms the legal basis for insurance contracts, including the insurance policy.
Why is the insurance number on the policy so important?
The insurance number serves to uniquely identify your contract with the insurer and is required for all communication, especially in the event of a claim or benefits claim.
What are General Insurance Terms and Conditions (AVB)?
The AVB are standardised contractual terms that govern the details of rights and obligations, scope of cover, exclusions and termination arrangements, and form part of the insurance policy.
Can I rely on the details in my insurance policy?
Yes, the insurance policy is a legally binding document. However, you should check it carefully when you receive it and contact the insurer immediately if anything is unclear or differs.
