How to talk to your insurer about fuel theft

Fuel theft remains a prevalent problem for businesses all over the UK, and if you’re concerned about its potential impact on your business (or you suspect you’ve been hit before already), it’s more important than ever to take the right approach when speaking to your insurer. We have extensive experience with fuel theft here at TankSafe – our flagship product is designed to help you minimise the impact of fuel theft on your fleet with a patented design that completely seals off access to the tank. It’s called TankSafe Optimum, and it’s perfect for giving you that all-important peace of mind.

And speaking of extra peace of mind, here’s how to take control of that conversation and give your insurer what they need to support you properly.

Before a theft: ask the right questions about cover

It’s easy to assume your existing policy covers fuel theft, until you’re in the middle of a claim and suddenly discovering gaps you hadn’t considered. That’s why it’s worth going over your cover in detail while things are quiet. Different insurers draw different lines when it comes to what’s included, and it’s common to have exclusions around unsecured sites, forced entry, or unattended depots.

You’ll want to know whether your fuel is covered when stored in mobile bowsers, parked cars or vans, or tanks at a depot. Some policies limit theft cover based on where and how the fuel was stored. Ask whether particular security standards apply – CCTV, gated access, tracking, specific locking mechanisms – and whether these are conditions or just recommendations. Getting this sort of clear guidance directly from your insurer makes it easier to focus your attention on measures that align with their expectations.

It’s also worth getting clarity on what happens during a claim. Ask what evidence they will expect. Find out whether police reports, photographic logs or maintenance records will be necessary. The more specific your questions, the more valuable the answers will be during a claim.

Before a theft: present a credible security plan

Your insurer needs to see evidence that your approach to fuel security is structured and practical. You don’t necessarily need a long document, but you do need something that shows how you assess risk and how it’s managed. That includes how fuel is stored, who has access, when it’s monitored, how it’s recorded, and what systems you use to control it.

For example, you might want to explain how cars or vans are parked and locked overnight, whether fuel tanks are isolated or integrated, and whether there’s access control at the depot. Include information about cameras, motion-activated lighting, staff protocols, regular inspections or automated alerts – all of which strengthen your position.

If your procedures have evolved after a previous incident or near miss, mention how those changes were introduced. This helps demonstrate that your fuel security is reviewed and adjusted as necessary to stay effective.

Before or after a theft: show how you’ve reduced your risk

Lots of insurers like to have detail. It gives them a clearer picture of the exposure you face and how that exposure is being managed. As well as installing physical equipment, it’s also a good idea to explain the operational steps your team follows to reduce risk.

If you’ve fitted anti-siphon valves, GPS fuel tracking, secure containers or access control systems, be specific about where and how they are used. It’s also worth explaining how you monitor usage, how your reporting process works, and how your staff are trained to respond to anything suspicious. Describe how fuel levels are logged, how deliveries are scheduled, and how any anomalies are investigated.

This level of transparency is helpful even if you’ve already had a theft. It shows what protections were in place, what improvements have been made, and how your business continues to treat fuel security as an operational priority.

After a theft: Make sure you know what your insurer needs to hear

If you’ve noticed that your fuel is stolen, don’t wait too long to contact your insurer – ideally as soon as possible – with a clear and factual account of what happened. State the time, location and scale of the theft, explain how it was discovered, and outline the steps taken since. It’s a good idea to gather evidence – such as CCTV footage, photos, staff logs or fuel tracking data – and submit it in a way that’s easy to reference.

It’s also important to include details of your immediate response. If you’ve changed locks, upgraded monitoring systems or increased checks at the depot, say so. Any swift and practical action shows that the matter is being taken seriously and that further incidents are being prevented.

Some businesses hesitate at this stage, unsure whether to make a claim. That hesitation is usually down to three things: concern about future premium increases, uncertainty over how the claim might affect their relationship with their insurer, and a calculation over whether the excess makes the claim financially worthwhile. All three are valid concerns, but they don’t mean you shouldn’t report the incident. It doesn’t necessarily mean you have to make a claim – just informing your insurer creates a record, and may help you get guidance or support you’d otherwise miss.

Before a theft: Explain the financial impact clearly

Insurers need a full picture to assess your position fairly. When fuel is stolen, the effect extends far beyond the lost stock. That disruption reaches schedules, clients, revenue, and staff. A detailed explanation helps your insurer understand the actual scope of the loss.

Include things like delayed deliveries, missed appointments, staff overtime, admin time and any impact on customer relationships. If you brought in temporary security or had to redirect operations, include those costs too. These details strengthen your position and help support your claim with concrete evidence.

Where possible, provide estimates for every part of the impact. This helps frame the theft in operational terms, rather than just treating it as a one-off cost. Insurers are more likely to respond quickly and constructively when they can see the real effect of the incident and the level of organisation behind the report.

Of course, a lot of this pertains to large amounts of fuel being stolen in one go. The majority of thefts are down to skimming, which is when small amounts of fuel are stolen over a period of time, normally by company employees who see it as a perk of the job. If you suspect that to be the case, you may want to handle it internally – if so, we’ve also written a piece on how to talk to your staff about it. Just make sure that you have an HR rep present for any conversations!

Either way, we’d always recommend TankSafe Optimum. It’s the only security device that can offer you 3 in 1 protection by saving you from fuel spills, overfilling, and making your vehicles 100% immune to fuel theft. Our product range is protected by 45 patents covering 49 territories worldwide, so rest assured you won’t find a more efficient and reliable source of protection. 

Any questions? Feel free to head over to our FAQs page, where we answer some of the most commonly asked questions regarding our products and services. However, if it doesn’t address your queries, you can give us a call on 01253 400 401, and we’ll be happy to help however we can!