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Notifying a Claim or Potential Claim

You must notify the Insurance Broker, Jardine Lloyd Thomson Sdn Bhd (JLT) in writing as soon as possible once you become aware of or receive a claim or potential claim.

Please ensure:
  1. The letter to JLT is made on your firm’s letterhead and signed by the sole proprietor or any partner
  2. You provide a brief description of the claim or potential claim, the events leading up to and the status of the same
  3. If you have received or been served with any of the following documents, please provide a copy of the same as an attachment in your letter to JLT:
    • a letter/notice of demand or allegations against you
    • writ/summons and statement of claim
    • a counter claim
    • a notice of third party proceedings
  4. If you have entered your appearance, please provide a copy of the memorandum of appearance
  5. If you have entered your defence, please provide a copy of the statement of defence
  6. If you have not yet entered your appearance/defence, please specify the deadline for the same
  7. If you have replied to the letter/notice of demand, please provide a copy of such reply
  8. Please provide full contact details of the sole proprietor/partner in charge i.e. name, email address, mobile phone number, office telephone number and fax
User Nomination Forms and Written Notifications can be sent to the following:


Jardine Llyod Thompson Sdn Bhd
Level 42-01A (West Wing), Q Sentral
2A Jalan Stesen Sentral 2
50470 Kuala Lumpur


03-2723 3301 / 3303


Note: If you have bought Top-up Professional Indemnity Insurance from insurers other than through JLT, you must also immediately make the same notification to such Top-up insurer

For a snapshot of the claim notification process, please refer to the Claim Notification Flowchart below or download the  Claim Notification Pictorial.  You can obtain more information on the claims process by referring to the Claims FAQ section.

To view the list of panel solicitors, please click here


For a Claim - As soon as you receive or become aware (but no later than 60 days therefrom) of a demand for or an assertion of a right to compensation/damages or an intimation of an intention to seek compensation/damage e.g. you receive a letter/notice of demand, or a letter with allegations made against you, or you were served with a writ/summons, counter claim or notice of third party proceedings.

For a Potential Claim - As soon as become aware (but no later than 60 days therefrom) of any fact, circumstance or event which you reasonably anticipate could give rise to a claim against you in the future e.g. you discover an error/omission, embezzlement or fraud involving clients monies or a complaint has been lodged against you with the Advocates & Solicitors Disciplinary Board

There may not be enough time for the Insurers to appoint a panel solicitor i.e. up to 3 clear business days after the above mentioned documents are complete. Therefore you must take all necessary steps to protect your interest and Insurers interest i.e. you must:

  1. reply to the letter/notice of demand within the stipulated deadline (without admitting liability) while requesting for an extension of time e.g. 14 days as you are currently seeking advice on the same; or
  2. enter appearance on time; or
  3. obtain an extension of time to file a defence failing, which you must then file your statement of defence within the required deadline;
  4. attend to any court dates e.g. case management etc.; and
  5. if any judgement in default (JID) has been entered against you, you must obtain an order setting aside such JID before Insurers can attend to your claim

No. Your premium will only be increased (claims loading) if and when Insurers have actually made a payment on your claim. Insurers only start paying for your claim only after you have completed paying your Base Excess obligation. The Base Excess is an amount which you shall bear in the event of a claim. Once it is paid, Insurers pay for the balance amount in that claim. Therefore the Base Excess represents a certain amount of the claim which you retain while Insurers shall pay for the balance.

The Base Excess is stated in item 9 of your firm’s Schedule of Insurance. It is based on the firm’s size i.e. number of lawyers. There are circumstances where the Base Excess is increased for high risk areas e.g. claims arising from conveyancing transactions, acting for more than one party in a conveyancing transactions or in a claim involving a misconduct by a partner. The Base Excess becomes payable when the Panel Solicitor appointed by Insurers to defend your claim, issues the interim bills for work done on the claim. If the Base Excess amount has not been exhausted by those Panel Solicitor bills, the balance shall be applied towards any judgement/settlement sum if any. Please refer to the Base Excess FAQs for more details.

Once your claim notification is submitted, JLT will review your notification and send out an acknowledgment letter within 3 working days. If you do not receive an acknowledgement letter within the stipulated time, please call JLT at +603-2723 3241 / 3388 and ask for the MBar Department.

The online notification process is summarised in the diagram below:-

When your notification is received, JLT will forward the notification to Echelon Claims Consultants (ECC), the third party claims administrator appointed by Insurers and P&O.

ECC will then contact you to follow up with your notification and issue an acknowledgment letter. A panel solicitor will be appointed depending on the nature of your notification.

Writ notifications: A Panel Solicitor (PS) will be appointed within 14 days of the Firms' notification. However, in practice, Echelon will appoint a PS within 2-3 days if the Firm has included all the cause papers in the notification. The appointed PS will then contact the Firm to schedule an interview to obtain all information and/or documents necessary for the defence.

LOD and Circumstance Notifications: A PS will be appointed if the Insurer believes the PS can assist to resolve the situation. Firms can also request for the assistance of a PS.
  1. You will be fully responsible to defend any legal action against you arising from the claim.
  1. The panel solicitor assisting you will be instructed to discharge himself from further acting in your claim within 10 working days from the date of the Insurer’s decline letter.
  1. You can appeal against the Insurer’s decision by writing in to JLT or by contacting the PII & Risk Management Department.
  1. You can invoke Clause 24 of the 2014 COI (or the corresponding clause in the Certificate of Insurance for the year your claim is registered under) to have the matter arbitrated.