How to send Certificates Fleet Risk Management

Certificates are used by truckers in order to provide proof of insurance to the company who owns the cargo. Certificate requests come often and are HIGH priority to send out (truckers can “lose a load” if proof of insurance is not provided). Search for the name of company that we insure (i.e., carrier)

When options populate based on the search, verify the company name is correct Click the link to access the company’s record

Select the “Certs” link on the left side to access the certificates for the insured

Typically, multiple certificates will populate Choose the current year/timeframe for the requested cert (i.e., current year) Always note the Description for the type of certificate C = Cargo PD = Physical Damage Most often, the Cargo certificate is the one that should be sent

Right-click the certificate you want to send Select Add/Edit Holder Note: Always ask who should be listed as the Holder - Name, Address, and Fax #/email

Once the Holder List populates, always look to see if the Holder requested is already listed. If Holder requested is listed, select and change date (advance to slide 9) Proceed with sending (advance to slide 11) If requested Holder is not already listed, select “New”

Begin to type name of requested Holder in Name Filter box. A.k.a. “Master List” If requested Holder appears, click the refresh button to populate results.

Change date to Today’s date Verify name, address, fax #/email is correct Choose Method of Distribution

Holder was not found in Name Filter dropdown Enter contact information as provided Check “Write to Agency Cert Master List” This will add new record to the “Master List” This is also used if contact information is corrected for a contact already in the Master List

Select “Update”

Select “Create/Refresh Forms”

Select “Email Forms” Notice the Holder’s information has been updated on the bottom of the certificate

Select “Email”

Delete “Policy #” box Select “Email” again

Enter Email or Fax Number provided Notice name of Insured and certificate attachment automatically populate Enter signature (wording is optional) Once email is sent, record may be exited. Congratulations! You just sent out your first certificate.