← Notice letters

Retailer Notice and Install Records Request

Send toRetailer's corporate claims office
WhenA big-box store sold the item and arranged the install

💡 When to use it

Send this letter when the item that failed, such as a water heater, was bought from a big-box retailer like Lowe's or Home Depot with installation included. These retailers usually subcontract the install to a local plumber or electrician. This letter puts the retailer on notice, invites them to the scene exam, and asks for the records that tell you who did the work and whose insurance should pay.

  • Send it to corporate, not the store. Address it to the retailer's corporate claims or risk management department. A local store manager can't open a claim.
  • Notify, don't accuse. State the facts. Save the fault discussion for the phone.
  • Ask for the subcontractor agreement. It usually requires the installer to carry insurance naming the retailer as an additional insured, and to defend and indemnify the retailer. That tells you whose policy actually pays.
  • Give the order number. It's the fastest way for the retailer to find the install and the installer.
  • Diary 9 business days for the scene exam reply and 30 days for the records. No reply means a follow-up, and a cue to have the insured send the Insured's Request to Retailer for Install Records.
  • Put the installer on notice too, as soon as you know who they are. Use the Notice of Subrogation Interest and Insurance Request.

Related letters: send the Store Notice and Evidence Preservation Request to the local store the same day. For the exams, use the Evidence Preservation and Joint Scene Exam Notice and the Joint Lab Exam Notice.

✉️ The letter

Fill in the boxes and the letter updates as you type. Anything you leave blank stays [in brackets]. What you type stays on your device. Free downloads and prints include a light Subrobuddy watermark.

[Retailer Name]
Attn: Corporate Claims / Risk Management
[Street Address]
[City, State ZIP]

[Today's Date]

RE: Notice of Subrogation Interest, Invitation to Joint Scene Exam, and Request for Installation Records

Our Insured: [Insured's Name]
Our Claim No.: [Client Claim Number]
Date of Loss: [Date of Loss]
Loss Location: [Loss Address]
Product: [Brand, Model No., Serial No.]		Order / Receipt No.: [Order or Receipt Number]
Store: [Store Number and Location]
Purchase Date: [Purchase Date]
Install Date: [Install Date]

Dear Claims Department:

On [Date of Loss], a [water heater] at [Loss Location] leaked and caused water damage to the home of [Insured's Name]. [Client Name] insures [Insured's Name] and is handling a claim for this loss. [Your Company Name], as recovery agent for [Client Name], is investigating this loss.

Our records show that [Retailer Name] sold this [water heater] to [Insured's Name] on [Purchase Date], and that installation was arranged through [Retailer Name] and completed on [Install Date]. Please accept this letter as notice of [Client Name]'s subrogation interest in this loss.

Joint scene exam

We are holding a joint scene exam on [Date] at [Time] at [Loss Location]. [Expert Name] of [Expert Company] will attend on our behalf. You, your installer, and your insurance carrier are invited to attend. Please confirm attendance within 9 business days of the date of this letter.

Preservation of evidence

The [water heater], its connectors, pan, and related parts are being preserved. Please preserve all records related to this sale and installation. Destructive testing will not take place without notice to all parties.

Records requested

Please provide the following within 30 days of the date of this letter:

  1. The name, address, phone number, and license number of the company and technician who installed the [water heater]
  2. The subcontractor or installation services agreement between [Retailer Name] and the installer in effect on the install date
  3. The installer's certificate of insurance, and any additional insured endorsement naming [Retailer Name]
  4. The work order, installation checklist, and completion sign-off for this install
  5. The permit number for this install, if [Retailer Name] or the installer obtained one
  6. Any customer complaints, service calls, or callbacks related to this install
  7. Your insurance carrier's name, policy number, and claim contact

If you have insurance that may cover this loss, please forward a copy of this letter to your insurance carrier right away and ask them to contact our office. If this installation was performed by a subcontractor, please forward a copy of this letter to that installer and its insurance carrier as well.

Thank you for your prompt attention to this matter.

Sincerely,

[Name]
[Title]
[Company]
[Address]
[Phone] · [Email]

cc: [Retailer Name] Store #[Store Number], Attn: Store Manager
[Client Name]