Recovery in both directions: subrogation, and the claim made against the company

After a collision money moves twice — outward when the insurer pays, back when it recovers from whoever was at fault. The company's own losses ride on that second movement, and only if somebody puts them there.

Updated September 13, 2026 Advanced

Money moves twice after a collision the company did not cause. It moves outward when the insurer pays for the repair, and back when the insurer recovers what it paid from whoever was responsible. The second movement is managed carefully by the insurer for its own outlay and by nobody for the company’s, and the difference is a few thousand in downtime and hire that quietly stays where it fell.

The vocabulary below is what appears in recovery correspondence. It is worth holding precisely, because most of the mistakes in this area are made by people who understood the letter approximately.

The terms

Subrogation is the insurer stepping into your position after paying you, so that it can pursue the party at fault using the rights that were yours. It is not a separate claim of the insurer’s; it is your claim, exercised by them, which is why anything you do to weaken that claim matters to them.

Uninsured loss is what the incident cost you that the policy did not pay: the deductible, the downtime, the hire vehicle you funded, the wasted wages, the work that did not happen, anything excluded. It is recoverable from a liable third party by the ordinary route, and it is not in the insurer’s recovery unless it is added.

Waiver of subrogation is a promise, normally in a commercial contract, that you will not pursue the other party for damage they cause you — and therefore that your insurer cannot either. It appears in leases, depot and site agreements, hire contracts and customer terms.

Reservation of rights is a letter from your own insurer saying that it will handle the claim while reserving the argument that the policy may not cover it. The claim proceeds; the coverage question stays open. It is not a denial and it is not an acceptance, and it is written that way deliberately.

Duty to cooperate is the policy condition requiring you to assist the defence, provide documents and attend when asked, and not to admit liability, settle, or make a payment without the insurer’s consent.

Litigation hold is an internal instruction to stop the routine deletion of anything relevant once a claim is reasonably anticipated. Nothing about it is automatic, and in a fleet almost every relevant system deletes on a cycle.

The recovery that works, and the part of it that does not

Where another party was at fault and your insurer paid first, the insurer investigates, presents the claim to the other insurer, and either settles it, splits it under whatever apportionment rule applies where the collision happened, or abandons it. All of that happens without the company’s involvement, which is efficient and is why the next point is missed so consistently.

The insurer is recovering its own outlay. Your deductible travels with it, usually proportionally. Nothing else does. The downtime, the hire, the overtime, the lost delivery and the internal handling cost are yours, they are legally recoverable from a liable third party in the ordinary way, and the insurer pursuing its own money has no instruction, no duty and no commercial reason to pursue them for you.

Worse, the recovery can close the door. Where an insurer settles a recovery on terms that release the other party for the whole loss, the company’s own claim against that party may be gone with it — extinguished in a negotiation it was not part of. Whether that happens, and whether a settlement can bind losses the insurer never paid, depends on the policy and on the law where the claim would be pursued; this article states neither, having read neither. The artefact worth keeping is the insurer’s written confirmation that the company’s own claim against the same party survives any recovery it settles.

The instruction that prevents it is short and has to be given early: tell the insurer in writing that the company has uninsured losses, quantify them, ask that they be included in the recovery or that the company’s right to pursue them separately be preserved, and confirm the position before any recovery settles. Apportionment — whether a partly-responsible claimant recovers a reduced amount or nothing at all — is set by the negligence rule where the collision happened, and it is in the rules for your jurisdiction below.

There is also a deadline, and it is not the insurer’s. The limitation period for a claim against the other party is fixed by law, it differs for property damage and for injury, and it runs while everyone assumes the file is being handled. It is in the rules for your jurisdiction below.

The claim that comes the other way

Everything above assumes the company is owed. The harder file is the one where the company is the defendant: an injured third party, an employee’s family, another business’s damaged vehicle, or a claim that reaches the company through its driver.

Who talks changes first. Conduct of the defence normally passes to the insurer, and the company’s side of that is a single designated contact — not the driver, not the depot supervisor, not whoever the other side’s representative reaches first. A helpful explanation offered by an operations manager is evidence, and an apology in writing intended to save a customer relationship can be an admission the policy required consent for.

Then the evidence stops being routine. Telematics, camera footage, maintenance records, the driver’s file, the assignment, the internal incident report: each sits in a system with its own retention cycle, and those cycles were configured for storage cost rather than for litigation. A hold issued the day the claim arrives, naming a person responsible and naming each system, is the difference between a defensible file and an unexplained gap. What preserving evidence obliges a company to do once a claim is anticipated, and what follows from routine destruction after that point, are procedural questions with local answers, and this article does not answer them.

And somewhere in the same post arrives the reservation of rights, which is the document the company should read twice. It says the insurer is defending you and may later decline to indemnify you — for an undeclared use, a driver outside the policy’s terms, late notification, or any other coverage argument. From the moment it arrives the company and its insurer want different things about part of the case, and the company has decisions to make about its own position that the insurer’s appointed representatives are not there to make for it. A reservation letter also frequently arrives at the same time as a great deal of other paper, which is how it gets filed unread.

The same asymmetry appears where a claim may exceed the policy limit, since the money above the limit is the company’s and the insurer’s exposure stops.

What we cannot tell you

Whether your uninsured losses are worth pursuing in your case. That turns on the apportionment rule, on whether the other party is insured and solvent, on the size of the loss against the cost of pursuing it, and on how much of the downtime you can actually document — which is nearly always the binding constraint, because the record of what a vehicle was earning is kept nowhere by default.

And whether a reservation of rights will become a declination. Nobody can say at the point it arrives, including the person who signed it. What the company can do at that point is to read the reason given, answer it with documents if it is wrong, and stop assuming the defence being conducted in its name is a defence of its whole position.

Rules in your jurisdiction

Deadlines, fault rules and minimum coverage differ by state and country. Pick yours to see the rules that apply to this topic.

Select a jurisdiction to see its rules.

Frequently asked questions

Our insurer paid and then recovered from the other driver. Do we get our deductible back?

Usually a share of it, and usually proportional to the recovery rather than in full. Where the insurer recovers everything it paid, the deductible normally comes back with it; where liability was shared, or the recovery settled at a discount, most arrangements return the deductible in the same proportion. That is a policy-wording question and worth reading before it arises. The practical failure is not the proportion but the silence: recoveries complete months after everyone has stopped thinking about the incident, and a deductible refund that nobody is expecting is a payment nobody chases. Ask, once a quarter, which closed files have open recoveries.

Our customer contract says we waive subrogation rights against them. Is that a problem?

It can be two problems. The first is commercial: you have agreed that if that customer damages your vehicle, neither you nor your insurer will pursue them, so the loss stays with you. The second is contractual with your own insurer — many policies require the insured to preserve rights of recovery and to do nothing that prejudices them, and signing a waiver after a loss can be a breach even where signing one before a loss is permitted. Waivers of this kind are routine in leases, site-access agreements and logistics contracts, and they are frequently signed by someone who has never read the motor policy. The workable arrangement is to tell your insurer or broker which waivers you have given, in advance, and have the policy endorsed to permit them.

A claim has been made against the company. Who speaks for us?

One named person, and not the driver. Once the claim is notified, most policies give the insurer conduct of the defence and impose on you a duty to cooperate and not to admit liability or settle without consent — which means an operations manager who apologises in writing to keep a customer relationship can affect cover. Designate a single contact for the file, route every letter, call and demand to them, and instruct drivers and supervisors to refer rather than explain. At the same time, preserve everything: a written hold on telematics, footage, maintenance records, driver files and the internal incident report, issued the day the claim arrives, because the default deletion cycles of those systems are indifferent to litigation.