A frost hits your orchard. You can see signs of damage, but you will not know the full impact until harvest. Do you file a crop insurance claim now, or wait?
Waiting could be one of the costliest decisions a grower makes. In fact, some of the most expensive mistakes in the claims process happen before an adjuster ever sets foot in the field.
In a new episode of the Dot the Trees podcast, host Josh Benson sits down with Jared Witters, Pacific Northwest Claim Supervisor at Great American Insurance, to walk through the claims process from start to finish.
With more than 13 years at Great American and a background in property and casualty claims, Jared brings a practical, behind-the-scenes perspective on how claims are handled, what adjusters need from growers, and how to avoid mistakes that could put an indemnity at risk.
His biggest message? If you suspect crop damage, don’t wait until you’re certain there’s a loss. Contact your crop insurance agent and report it promptly.
The five mistakes, at a glance:
- Waiting too long to file. Federal deadlines are strict, and a claim that turns out fine can simply be withdrawn
- Avoiding a claim out of fear it will raise your premium. Reporting a potential loss does not, by itself, trigger a personal premium penalty
- Seed crops: waiting for germination results that may only arrive after the reporting window has closed
- Whole Farm Revenue Protection: waiting for tax paperwork instead of reporting damage when it happens
- Never checking the schedule of insurance, where early errors are easy to fix and late ones usually are not
How Does the Crop Insurance Claims Process Work?
For many growers, the claims process begins with a phone call to their crop insurance agent. But what happens after that first report?
Jared breaks the process down into several key steps:
- Report the damage. If you believe your crop has suffered damage, contact your crop insurance agent to report a potential loss. Your agent submits the notice to the insurance company.
- The claim is assigned. A claims supervisor reviews the crop, location and circumstances before assigning an adjuster.
- The adjuster makes contact. Jared expects his adjusters to contact both the grower and agent within 24 hours of receiving an assignment. This is his team’s expectation, not a universal guarantee.
- The adjuster reviews the policy and inspects the damage. Before visiting the farm, the adjuster reviews the relevant policy details and loss adjustment procedures. During the inspection, they assess the damage and work to verify the cause of loss.
- Production records are collected. Depending on the claim, the adjuster may need settlement sheets, harvest records or other documentation to establish production and calculate the loss.
- The claim is processed and signed. Once the necessary information is available, the claim can be completed and sent for signatures.
- Payment is processed. Jared says his team aims to have a check on its way to the grower roughly seven days after the claim is signed, although actual timelines can vary.
While the process may sound straightforward, different crops, coverage types and causes of loss introduce different requirements.
One factor consistently makes a difference: how quickly and completely the necessary information is provided.
Not All Crop Insurance Claims Are the Same
An important part of the conversation focuses on the differences between claim types. Each comes with its own procedures, documentation requirements and timing considerations.
Replant Claims
Replant claims often require prompt attention because growers may have only a limited window to get another crop established and still reach maturity before harvest.
An adjuster must determine whether the damage meets the applicable replant requirements, assess the affected acreage and complete the necessary appraisal.
Growers should coordinate with their adjuster before replanting so the required inspections and documentation can be completed.
Prevented Planting Claims
Prevented planting claims can arise when an insured cause of loss prevents a grower from planting an eligible crop within the applicable planting period.
Jared discusses examples such as excessively wet conditions, drought and irrigation water shortages.
These claims require documentation of the conditions that prevented planting, along with a review of the grower’s eligibility and acreage history.
Because prevented planting eligibility depends on specific policy provisions and circumstances, growers should work closely with their agent and adjuster rather than assuming that all unplanted acreage qualifies.
Harvest Claims
For a more typical harvest-related claim, an adjuster may inspect the affected crop, verify the damage and its cause, and then use production records to determine the loss.
Settlement sheets, harvest records, load records and other supporting documentation can all play a role.
The sooner those records are available, the sooner the adjuster can work toward completing the claim.
The Biggest Crop Insurance Claims Mistake: Waiting Too Long to File
If there’s one piece of advice Jared returns to throughout the episode, it’s this: Don’t wait to report suspected crop damage.
Federal crop insurance has strict notice requirements and deadlines. Waiting until harvest, final settlement or the full financial impact of damage is known can create problems if the applicable reporting window has already passed.
A frost event, for example, may affect a crop long before the final production loss is clear. Reporting the potential damage early gives the insurance company an opportunity to document the event and inspect the crop when necessary.
And if the crop ultimately performs better than expected?
Jared explains that a claim that doesn’t result in a payable loss can be withdrawn.
Reporting suspected damage doesn’t mean a grower is giving up on the season. It means taking steps to preserve the opportunity to have a covered loss evaluated.
Will Filing a Crop Insurance Claim Raise Your Premium?
One misconception Jared wants to retire is the idea that filing a crop insurance claim automatically leads to higher rates or policy cancellation.
He explains that federal crop insurance operates differently from familiar forms of property and casualty insurance, such as auto or homeowners coverage.
Simply reporting a potential loss does not, by itself, trigger an individual premium penalty or policy cancellation. However, future premiums can still be influenced by factors such as production history, coverage choices and other applicable rating provisions.
The purpose of federal crop insurance is to provide a financial safety net that helps farmers manage risk and continue operating after difficult growing seasons.
Jared’s advice is to focus on timely reporting rather than avoiding a claim out of fear that submitting it will automatically count against you.
Why Seed Crop Growers Need to Pay Special Attention
Seed crops present a particular challenge because quality testing and germination results may not be available until the spring following the insured crop year.
That creates a potential timing problem.
A grower may not learn that seed production has been rejected for failing contractual quality or germination standards until after the applicable insurance period has ended.
Jared encourages seed crop growers to be especially proactive about filing claims within the required reporting window rather than waiting for final testing results.
His concern is straightforward: a grower could face rejected production and discover that it’s too late to submit a timely claim.
Because coverage and reporting requirements vary, seed crop growers should discuss their specific circumstances and deadlines with their crop insurance agent.
Don’t Overlook Whole Farm Revenue Protection Claims
Another important reminder involves Whole Farm Revenue Protection (WFRP).
Unlike a claim tied to damage to a specific crop, WFRP involves the revenue of the insured farming operation. That can lead growers to assume they should wait until their tax information is complete before reporting a potential loss.
Jared cautions against that approach.
Although WFRP has its own reporting and documentation provisions, he emphasizes the importance of notifying the insurer when damage is suspected so that the cause and extent of the damage can be documented.
Waiting until the final financial results are known may make it more difficult to verify what happened earlier in the growing season.
His recommendation is to communicate early with your agent when you believe an event could affect your insured farm revenue.
Three Ways Growers Can Make the Claims Process Easier
Beyond filing promptly, Jared identifies three practices that can help growers and adjusters work together more effectively.
1. Keep Communication Open
When an adjuster calls, they’re often trying to schedule an inspection, clarify what happened or explain the next steps.
Growers are busy, especially during harvest. Adjusters understand that. But returning calls and messages promptly helps keep the claim moving.
Jared also recommends writing down questions as they arise and discussing them with the agent or adjuster.
The more clearly everyone understands what’s needed, the fewer opportunities there are for unnecessary delays.
2. Maintain Accurate, Accessible Records
Good recordkeeping is one of the most valuable things a grower can do before a loss occurs.
Jared recommends maintaining organized production records, including settlement sheets, harvest records, load records, bin counts and other supporting documentation.
He suggests keeping records for approximately seven years because certain compliance reviews may require information from earlier crop years.
He also encourages growers to provide records as they become available rather than waiting until every document has been collected.
Technology has made this easier. Jared explains that Great American’s adjusters can use mobile tools to scan and capture records directly at a grower’s office.
3. Approach the Process With Mutual Understanding
Crop losses are stressful. Growers may be facing reduced income, operating loan obligations and uncertainty about the future of their business.
Jared emphasizes that adjusters recognize those pressures.
At the same time, adjusters are required to follow the terms of the policy and the applicable loss adjustment procedures.
Their responsibility is to determine what the policy allows and make sure the grower receives the indemnity they’re entitled to.
Open communication, patience and mutual respect can make an already difficult experience easier for everyone involved.
Review Your Schedule of Insurance Before There’s a Claim
One of Jared’s strongest recommendations is something growers can do well before a loss occurs: carefully review their schedule of insurance.
When the schedule arrives, take time to confirm that the information is correct.
Check the reported acreage, insured crops and varieties, coverage levels, production history and guarantees.
If something doesn’t look right, contact your agent immediately.
Jared explains that correcting an error early is far easier than trying to resolve it after a claim has been opened and the insurance year is well underway.
Even when an agent has helped prepare the acreage and production reports, growers should review the final schedule rather than assuming every detail is correct.
A few minutes of careful review could prevent a much bigger problem later.
Who Decides What Happens to a Damaged Crop?
Another important point Jared makes is that crop insurance adjusters do not tell growers how to farm.
An adjuster can explain how a particular decision may affect coverage, claim eligibility or a potential indemnity. But the grower remains responsible for making management decisions that are best for the farming operation.
Whether those decisions involve replanting, harvesting or other production choices, it’s important to understand the insurance implications before taking action.
Growers should communicate with their agent and adjuster to ensure that required inspections, appraisals or documentation are completed when necessary.
The Bottom Line: File Early, Keep Good Records and Ask Questions
Crop insurance claims can be complicated, particularly in regions like the Pacific Northwest where growers produce a wide range of specialty crops.
But Jared’s advice comes back to a few fundamentals: report suspected damage promptly, understand your coverage, maintain accurate records and communicate with the people handling your claim.
Most importantly, don’t assume you need to know the full extent of a loss before contacting your agent.
As Jared explains, federal crop insurance exists to help protect agricultural producers when growing seasons don’t go as planned.
The goal is to make sure growers receive the protection their policies provide, while following the rules and procedures that govern the program.
Want to hear what really happens after you report crop damage? Listen to the full episode, where Jared walks Josh through the claims process, from the first phone call to the check in the mail.
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About our guest
Jared Witters is the Pacific Northwest Claim Supervisor for Great American Insurance Company, an American-owned company based in Cincinnati, Ohio. Great American Insurance Company is an equal opportunity provider and employer. Learn more about their crop division at greatamericancrop.com.
Dot the Trees is the insure.ag podcast. It covers specialty crops and the safety net behind them, in plain language. Find every episode on our podcast page.
This episode is for general educational purposes only and is not insurance advice.