📍 When to use this template
- At the start of the project to record all initial policies submitted by the contractor.
- Updated monthly or whenever a new policy is submitted or an existing one is renewed.
- Maintained by the contract administration or billing team and reviewed by the Project Manager before RA bill processing.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Document Number
_____________
Date of Last Update
_____________
2Policy Details8 fields
Policy Type (CAR/WC/TPL/Machinery/Professional Indemnity)
_____________
Insurance Company Name
_____________
Policy Number
_____________
Insured Amount (in INR)
_____________
Deductible Amount (in INR)
_____________
Policy Start Date
_____________
Policy End Date
_____________
3Renewal & Status6 fields
Days to Expiry
_____________
Renewal Due Date
_____________
Renewal Status (Active/Expired/Renewal Pending/Renewal Submitted)
_____________
Date of Renewal Submission to PMC/Client
_____________
Renewed Policy Number (if applicable)
_____________
Remarks / Follow-up Action Required
_____________
4Parties & Coverage4 fields
Name of Insured (Contractor)
_____________
Name of Principal/Employer (as Beneficiary)
_____________
Joint Insured Parties (e.g., Sub-contractors, Lenders)
_____________
Policy Endorsements (if any)
_____________
5Premium & Documentation5 fields
Premium Amount (INR)
_____________
Date of Premium Payment
_____________
Premium Receipt Reference No.
_____________
Copy of Policy Document Ref. No.
_____________
Location of Soft Copy (Server/DMS Link)
_____________
6Claim History6 fields
Claim ID (if any)
_____________
Date of Incident
_____________
Description of Incident
_____________
Claim Amount Lodged (INR)
_____________
Claim Status (Lodged/Surveyed/Settled/Rejected)
_____________
Settlement Amount (INR)
_____________
💡 Sample filled excerpt
Policy Type: CAR (Contractor's All Risk), Policy No: HDFC-ERGO/CAR/24-25/0123, Insured Amount: 350 Cr, Policy End Date: 31-Mar-2025, Days to Expiry: 210, Renewal Status: Active.
⚖ Compliance notes
- Fulfills contractual obligations for maintaining specific insurances as per General/Special Conditions of Contract (GCC/SCC).
- Essential for compliance with FIDIC Red Book (1999/2017) Clause 19 (Insurance).
- Ensures adherence to the Employee's Compensation Act, 1923 by tracking the Workmen's Compensation (WC) policy.
- Provides a clear audit trail for client/lender inspections regarding risk management and is often a prerequisite for RA Bill certification.