Architects and Architectural Professions Professional Indemnity Insurance.

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1 Questionnaire & Application Pack For Architects and Architectural Professions Professional Indemnity Insurance. This pack contains the following documents:- Our FSA Keyfacts document explaining who we are. Our FSA Demands & Needs statement. The questionnaire application for insurance. Our request document to correspond by . If you have any questions you can contact us on

2 about our services Registered Offices : LegalRisks.co.uk (LegalRisks.co.uk is a trading style of Sennet Professional Risks Limited) Company registration # Park Street Deal Kent CT14 6AG 1. The Financial Services Authority (FSA) The FSA is the independent watchdog that regulates financial services. It requires us to give you this document. Use this information to decide if our services are right for you 2. Whose product do we offer? We offer products from the whole market We only offer products from a limited number of companies. Ask us for a list of the companies and products we offer We can only offer products from one company We only offer our own products Ask us for a list of companies and products that we offer. 3. Which services will we provide you with? We will advise and make a recommendation for you after we have assessed you needs You will not receive advice or a recommendation from us. We may ask some questions to narrow down the selection of products that we will provide details on. You will then need to make your own choice about how to proceed. We will provide basic advice on a limited range of stakeholder products and in order to do this we will ask some questions about your income, savings and other circumstances but we will not - conduct a full assessment of your needs - offer advice on whether a non stakeholder product may be more suitable 4. What will you have to pay us for our services? Before we provide you with advice, we will give you our keyfacts guide about the costs of our services. We will tell you how we get paid, and the amount, before we carry out any business for you. 5 Who regulates us? LegalRisks.co.uk [LegalRisks.co.uk is a trading style of Sennet Professional Risks Limited] registered offices 11 Park Street, Deal, Kent. CT14 6AG Legalrisks.co.uk is an Appointed Representative of Griffin Insurance Services Limited. FSA number : You can check this on the FSA s Register by visiting the FSA s web site or by calling them on Loans and Ownership Legal Risks [Legal Risks is a trading style of Sennet Professional Risks Limited Is a privately owned limited liability company, limited by shares. 7 What to do if you have a complaint If you wish to register a complaint, please contact us In writing Write to Mr Paul James, Legalrisks.co.uk, 11 Park Street, Deal, Kent. CT14 6AG. By telephone By If you cannot settle your complaint with us, you may be entitled to refer it to the Financial Services Ombudsman, Financial Ombudsman Service,South Quay Plaza,183 Marsh Wall,London E14 9SR Telephone: is procedure will not prejudice your legal rights. 8 Are we covered by the Financial Services Compensation Scheme (FSCS)? We are covered by the FSCS. You may be entitled to compensation from the scheme if we cannot meet our obligations. This depends on the type of business and the circumstances of the claim. Most types of investment business are covered 100% of the first 30,000 and 90% of the next 20,000 so the maximum compensation is 48,000. Insurance advising and arranging is covered for 100% of the first 2,000 and 90% of the remainder of the claim, without any upper limit. For compulsory classes of insurance, insurance advising and arranging is covered for 100% of the claim, without any upper limit. If you have any questions you can contact us on

3 Demands and Needs Statement Legalrisks.co.uk operates a policy of clarity and use of plain English. We act for you as an Insurance Intermediary. We will search the insurance market pertinent to your request for insurance coverage. This means if you ask us for a specific insurance type of insurance (office insurance, business insurance, indemnity insurance etc) we will approach specific underwriters who are experts in those fields. How do we do this? To enable us to search for insurance for you we ask you questions about what insurance you need. The best way we can do this is by asking you to fill in a questionnaire (also known as a Proposal Form or Application Form) which contains a range of questions. Each type of insurance has a different type of questionnaire that is designed to give underwriters the information that they require so that they understand your activities and the amount of risks associated to your work. The questionnaire allows you the opportunity to explain your work and requirements for insurance, the scope of cover and amount, often referred to as the limits of indemnity. Very often a Curriculum Vitae will be requested in addition to this. This information will allow underwriters to offer you terms and conditions for your insurance policy. It is essential that all information contained in these questionnaires is accurate and that no details or information which may effect underwriter s decisions is withheld. Any withholding of pertinent information may allow underwriters to limit or refuse payment of claims. Execution only insurance We will not undertake execution only insurance (placement of insurance by demand of the client in preset form with predetermined underwriters) unless in our opinion this permits the client appropriate insurance provisions. Assessment of Demands and Needs Once we have received your completed questionnaire we can review your request for insurance. Depending on the information you provide us we can assist you with advice on the scope of cover and the amount of insurance you may require. We are dependent upon the information which is provided to us as well as the specific requests as to what advice about insurance you need. Our advice to you will not only depend on the information we require but will take into account your ability to purchase. If you are involved with or undertake work within specific types of work that are governed by Law or Institutes or Associations or Societies we will ensure that your insurance is adequate for purpose relative to these needs. Once we have obtained terms and conditions form underwriters we will confirm these to you by means of a quotation. This document will detail the insurance, it s cost and special clauses (conditions that affect the scope of cover) for the insurance cover. We will issue this quotation based on our reading of the questionnaire and the suitability of the underwriters terms so as to afford you the most appropriate insurance. We recommend that you not only consider the immediate necessity or requirement for professional indemnity insurance but other insurances that may be appropriate to your needs such as Office & Contents and Employers Liability. We can advise you on various forms of insurance which are related and are often purchased as packages and how these best fit your requirements. In certain circumstances we may not be the appropriate intermediary to undertake the effecting of the insurance contract. In these circumstances we will advise you and the options open to you. If you have any questions you can contact us on

4 Client Information Sheet - Your Questionnaire. Proposal forms and Information So that underwriters can fully assess you and your business they require information about your activities. This information is compiled by means of completing a questionnaire or proposal form. In this form you will be asked questions about yourself, your company and its activities. It is imperative that you answer these questions as fully as possible and declare all details that may be pertinent to the future insurance contract. Incorrect answers or withholding of pertinent information could lead to underwriters having the right not to pay claims or repudiating the policy. What sort of information? Underwriters want to know who you are, how much experience you and your company have and exactly what you do. The questionnaire will ask you all of these details. Sometimes it is a good idea to provide additional information. For instance, if a sole trader or two partner practice, provision of CVs is a good way forward. If you have company brochure it is a good idea to supply this. The clearer and fuller the information the better, this will allow us to obtain the most appropriate terms for you. If your company has not started trading then underwriters will require good estimates of what you intend to do and the amount you expect to earn or turnover. If your company provides consultancy or training services then clearly describe what you consult in or what you train people for. If you or your company use standard terms of trade then a copy of these will help underwriters to understand how you work and how you control the work with your clients. If you have any questions about what should be disclosed please contact us for clarification. The questionnaire forms part of the insurance contract, so it is important that all information is clear, factual and that no information that could affect the insurance terms is withheld. As part of the insurance contract the questionnaire must be hand signed and dated by you declaring its accuracy. What happens once the Questionnaire is returned to Legalrisks.co.uk? Once Legalrisks.co.uk has received the questionnaire and any additional information we will approach various underwriters for you so as to obtain the most appropriate scope of insurance for your needs. These terms will be provided to you in the form of a quote. If you have any questions about the terms or conditions of the quote you must ask for clarification. Sometimes underwriters apply conditions or need additional information and you must be aware of these terms. Please ask us what they mean. In certain circumstances you may instruct us to effect insurance that may not be appropriate. In such circumstances we will advise you of the appropriateness and reserve the right to withdraw our services. As your agent we are legally bound to act in your best interest at all times. For further information on what happens during the process of insurance please visit our web site at Please complete the following questionnaire, check all the details, sign and date the document, enclose any accompanying information and return it to us By post to : or By to : Freepost RRXS-STER-CSEG Legalrisks.co.uk 11 Park Street Deal CT14 6AG or By fax to : If you have any questions you can contact us on

5 Architects & Related Professions Proposal Form 1.a Company Name / Title of Insured 1.b Main Address 1.c Address Telephone Number Facsimile Number Post Code 2 Date Company Established Date Financial Year End / 3 If cover is required for an Associated or Subsidiary Company please provide details (Name & Address) 4.a Please give details of Partners or Directors or Principals Post Code Names Age Qualifications Date Qualified How long a Partner in this practice 4.b Please state total number of i) Directors ( ) iv) Support Personnel ( ) ii) Managers ( ) v) Sales and Marketing ( ) iii) Technical Personnel ( ) 4.c If the Proposer has more than one office is there a Senior Partner / Director at each to oversee operations? If please give details of procedures in place to ensure efficient running of the other offices and quality procedures in place

6 5.a If cover is required for any Consultants and or Sub-Contractors please give details Names Age Qualifications Date Qualified 5.b Please give details of the type of work that you ask the Consultants and or Sub-Contractors to undertake 5.c Please state fees generated from Consultants and or Sub-Contractors 5.d Do all Consultants and or Sub-Contractors carry their own Professional Indemnity? If please give details of procedures in place to ensure quality control of this work 6.a If cover is required for a Predecessor Firm(s) please give the Name of the Firm(s) and description of its activities 6.b If cover is required for any Partner or Director who has left, retired or died please give details Names Age Qualifications Date Qualified How long a partner in this practice 6.c If cover is required for the liability of any Partner or Director arising out of advice given or services performed prior to joining the firm please give details Names Age Qualifications Years Experience Occupation of Previous Firm Date Ceased as a Partner or Director 6.d If such Partner or Director or Firm for whom they worked had any claims or circumstances of which underwriters should be made aware please give full details

7 6.e If any Partner or Director has been involved with a Company or Firm that has ceased trading for whatsoever reason or been made personally bankrupt or otherwise legally affected please give full details 7 Does the Company or Firm or any Partner or Director act on behalf of or undertake work for any Company, Firm or Organisation in which the Company or Firm or any Partner or Director has a financial interest (other than as a shareholder / stockholder in a publicly quoted company)? If please give details 8 Is the Company or Firm or any Partner or Director a member of any Professional Organisation? If please give details and confirm that all work is carried out in accordance with the Professional Organisation guidelines and that there have been no circumstances whereby a disciplinary action has been taken 9 Are you a Sole Practitioner? If i) Is this a part time occupation? If give details of your full time occupation ii) What arrangements have you made to run the Firm in the event of sickness or holidays? 10.a Have any major changes in the Proposers activities / structure taken place in the past twelve months? If please give full details

8 10.b Are any major changes in the Proposers activities / structure / fee growth expected in the next twelve months? If please give details 10.c Is cover required for any previous activity, now ceased, which is different from that declared within this proposal form? If please give details 11 Is the Proposer currently insured or been insured previously for Professional Indemnity? If please state i) Name of Insurer ii) Indemnity Limit (State whether Aggregate or Any One Claim) iii) Excess iv) Date cover expires v) Number of years Insured 12 Have any claims for professional negligence, error or omission (successful or otherwise) been made against the Company or Firm or its present or past Partners or Directors during the past ten years? If give full details including amounts 13 What measures have been taken to avoid a similar situation occurring? 14 Are any of the Partners or Directors or Employees, AFTER ENQUIRY, aware of any CIRCUMSTANCES which may give rise to a claim against this Company or Firm or their predecessors in business or any of the present or former Partners or Directors or Employees or aware of any shortcoming in your work for a client which is likely to lead to a claim against you? If give full details

9 15.a Does Proposer always obtain satisfactory written references direct from former employers for the three years immediately preceding the engagement of any employee responsible for money, accounts or goods? If give full details 15.b Has Proposer suffered any loss during the past five years through fraud or dishonesty of any employee? If state date, circumstances, amount and steps taken to prevent recurrence 15.c Is any Partner or Director allowed to sign cheques without another signature? If what limit 15.d Is cash in hand and petty cash checked independently of the employees responsible? i) At least monthly? ii) Additionally, without warning, at least every six months? 15.e Are bank statements, receipts, counterfoils and supporting documents checked at least monthly against the cash book entries independently of the employees making cash book entries or paying into the bank? 15.f Are employees receiving cash and cheques in the course of their duties required to pay in daily? 16 Has any Insurer ever: i) Declined proposal or renewal for this Company or Firm or any Partner or Director? ii) Required an increased premium or imposed special terms? iii) Cancelled an Insurance? If any answer is please give full details 17.a What is the limit of indemnity required? 100, , ,000 1,000,000 Other 17.b What is the amount of excess which your Company or Firm would be prepared to carry? 500 1,000 2,500 Other It is likely that underwriters may impose a compulsory excess

10 WLD Form1 1.a Please advise fee income for each of the last four financial years and an estimate of the forthcoming year Date Work carried out in UK under English Law Work carried out in Other EU countries Work carried out under North American or Australian Jurisdiction Other Total Fee Income 1.b Please state largest total fees from any one client or group during these years 1.c Please state largest and total construction values during these years Largest Construction Value Total Construction Value 1.d And give a brief description of type of work undertaken 2.a Gross fees received in the past financial year (if practice is newly established state estimated fees for the forthcoming year) UK USA or Canada Elsewhere excluding USA or Canada Architectural Work Town Planning Feasibility Studies Landscape / Garden Architecture Quantity Surveying Structural Surveys / Inspection Reports / Valuations / a. Commercial b. Residential Building Surveying Interior Design Interior Design (Non Structural) CDM Expert Witness / Other 2.b If Other please give details

11 2.c Please indicate the approximate percentage of the total fees derived from the following contract areas Bridges and or Tunnels % Dams and or Mines % Harbours, Jetties and or Off Shore Installations % Airports % Chemical, Petro-Chemical and Refineries % Foundations and Underpinning % Shopping Complexes % Leisure, Sports or Amusement Amenities % School, Hospitals, Municipal Buildings % Industrialised Systems Building % Sewerage Schemes % Water Schemes % Roads, Highways or Motorways % Individual PDH % Multiple Single Units (Housing Estates) % Housing Schemes (2 3 Floors) % Buildings of More than 3 Storeys % Any Nuclear Related Projects % Please give details of Inspection of Construction Proportion of work where Proposer both designs and inspects the actual construction % Proportion of work where Proposer provides technical inspection of construction from the % designs of other Firms Proportion of work where Proposer acts as Project or Contract Manager in addition to design % and inspection Proportion of work where Proposer acts solely as Project or Contract Manager % 3 Please give details of any work not declared in Q2 but undertaken in the last five years 4 Has the Company or Firm ever-engaged in contracts involving prototype construction methods and / or materials? If please give full details 5 Have you or the Firm ever acted as a Project Co-ordinator or Project Manager? (see definition at end) If please state which and give brief details of project

12 6 State the three largest contracts where construction has 1. Commenced during the past 2. Five years or is expected to 3. Commence in the forthcoming future Starting date and Approximate Completion Date Description of contract and location (Hotel, Factory etc.) Total contract value Company or Firm Contract value State Professional Services provided 7 Have you or the Firm entered into any Contracts under Seal or signed any Collateral Warranties? If please give details and advise to whom and for how long 8 Does the Company or Firm of any Company or Firm Mentioned in Question 11 and/or 12 undertake any contract that involves: i) Manufacture, construction, erection or installation ii) Supply of materials, plants, goods or equipment If to either of the above please give full details 9.a Structural Surveys Reports and Valuations Please supply number undertaken in the past year of Type Residential Commercial Fees Earned Structural surveys Partial Building society/lending institution reports Major structural survey reports Other If Other please give full details

13 9.b Structural Survey Reports and Valuations-Please specify the amount of the largest valuation in the last five years for Commercial Residential Single property - UK - Elsewhere Portfolio - UK - Elsewhere 10 Is the Individual, Firm or any Partner, Principal or Director a member of a Consortium or Joint Venture? If please give details of Name of Consortium or Joint Venture Type of services being provided to the Consortium or Joint Venture Annual income / fees for relevant contract(s) 11 Has the Company or Firm ever been involved with a project that has been aborted or other wise abandoned prior to the completion or attachment date? If please give full details 12.a Who in the Company or Firm is responsible for Quality Procedures? 12.b What internal procedures does the Company or Firm have in force in relation to Quality Procedures and Matters 12.c How often are working procedures reviewed to ensure their continuing suitability and what form does this review take

14 13.a Please provide details of the procedures in place for confirming client instructions 13.b What records are kept of i) The original contract and subsequent amendments ii) On site visits iii) Telephone conversations involving instructions and / or the provision of advice Project Co-ordination* is the term used in similar cases but where the insured s principle makes the appointment whether on the insured s recommendation or not. Project Management* is the term used where the insured is responsible for appointing other professionals &/or other necessary to the Project.

15 This page forms your declaration to underwriters and can also be used to provide any additional information that you might want to provide pertinent to your Firm that may assist underwriters in their decision making process. In all cases underwriters will require you to sign and date this form. If you present this proposal form to us electronically (by ) you will eventually be required to sign and date this form. I/We declare that the statements and particulars in this proposal are true and that I/We have not mis-stated or suppressed any material facts. I/We agree that this proposal, together with any other information supplied by me/us shall form the basis of any Contract of Insurance effected thereon. I/We undertake to inform insurers of any material alteration to these facts occurring before completion of the Contract of Insurance. Returning this proposal does not bind the Proposer or Underwriter to complete this insurance but does authorise 'Sennet Professional Risks Limited' to seek terms on my/our behalf from Insurers including current Insurer's if any. Signed: Date: (this must be signed by a Partner, Director or equivalent ranking employee) All information provided to us and then to underwriters is governed by the DATA PROTECTION ACT Sennet Professional Risks Limited and Underwriters act strictly in accordance with the Act its principals and tenets and any subsequent amendments thereto.

16 E Correspondence Agreement Form This is an agreement between :- Name of Client Address : and Legalrisks.co.uk (being a trading style of Sennet Professional Risks Limited Company Registration ) Legalrisks.co.uk requests the Clients agreement to correspond by means of and other electronic forms of communication. Legalrisks.co.uk will keep copies of all E documents and correspondence on a permanent basis and make such available to the client whensoever requested. Legalrisks.co.uk is bound by the Data Protection Act 1998 registration # Z128013X and will maintain all records pertinent to the client under compliance thereto. We hereby agree to accept electronic correspondence between ourselves and Legalrisks.co.uk as legal documents and an acceptable means of correspondence. Signed For and on behalf or Legalrisks.co.uk Date 09/07/2008 Signed For and on Behalf of the Client Date This document must only be signed by the Principal, a Senior Director or other such person who has the authority or authorisation of the Company to undertake such an agreement. If you have any questions you can contact us on

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