Does the chassis number on the vehicle match the policy copy? Is the driving licence valid and current? Is the registration certificate present and does it correspond to the vehicle? These three checks, missed or done informally, are the source of the disputed claims that add weeks to the settlement cycle. The survey module creates the record that confirms each was done, by whom, at what time, on which vehicle.
The Claim Identity and Assignment Record
Vehicle number, Make, Chassis number, and Odometer reading establish the vehicle identity. The chassis number cross-referenced against the registration certificate and the policy copy is the verification that confirms the surveyed vehicle is the insured vehicle. A mismatch at chassis level immediately changes the survey outcome.
Workshop, Garage, Assigned by, and Date & Time of allotment document the survey origin chain. Motor insurance surveys in India are allocated by the insurer or TPA to registered surveyors — the allotment details establish the authorization chain for the survey work and the basis for the surveyor's professional fee claim.
Insured name, Insured's phone no., and Agent & Contact No. maintain the communication chain for the claim. Service Advisor identifies the workshop representative managing the repair — the person who produced the estimate and who the surveyor negotiates with on authorizing work.
Document Verification Matrix
Claim form, Estimate, Registration Certificate, Driving Licence, Policy copy, Spot photos, Police report, AIR (Accident Information Report), and for commercial vehicles: Fitness Certificate, Permit, Trip Sheet / GVR, Tax card / Challan — these fields constitute the document checklist that determines the survey's completeness.
Commercial vehicle claims require the full regulatory document set before survey completion is valid. A truck without a current permit or a bus without a fitness certificate operating at the time of the accident is a policy condition breach that the surveyor must note in the survey report. Having these as structured fields in the survey record, rather than freeform notes, means the document status is queryable and auditable.
Works authorised or not? and Inspection done are the two status flags that control the repair authorization workflow. A vehicle whose damage has been inspected and the repair estimate has been authorized can proceed to work. One that's pending authorization is on hold. The surveyor who doesn't flag this clearly creates confusion at the workshop about whether work can start.
Settlement and Dispatch
Type of settlement sought — cashless versus reimbursement — determines the payment channel. Estimate amount and Wreck value assessed are the financial assessment outputs. For total loss determinations, the wreck value assessment is the negotiation basis for the insured's settlement.
Bills, Receipt, Satisfaction Note, Consent letter, and NEFT Document are the closing documentation fields. A cashless claim is settled without cash changing hands; a reimbursement claim requires the bills, receipts, and bank transfer documentation to complete the file. The NEFT document confirms the bank account details for the electronic payment to the insured or repairer.
Status of survey, Completed, Sent mode, Date of despatch, Docket number, Report no., and Date of Report handle the survey submission record. The docket number and report number link the Memento record to the insurer's claim management system. A surveyor managing fifty active claims across different insurers needs the submission status on each claim visible at a glance — the status and despatch fields provide that without navigating into each claim file.