What to do after a fuel theft incident
Discovering major fuel theft in one go can be quite a frightening experience, especially if your business depends heavily on your fuel supply for operations and transport. And like so many high-intensity situations, when the adrenaline starts running, that can make it hard to focus on the concrete actions that need to be taken to protect your business, assets and staff – and hopefully maximise the chances of you even recovering your fuel.
With all of our years of experience here at TankSafe, we’re more than familiar with this kind of scenario – and it’s exactly what our patented TankSafe® Optimum has been designed to prevent. So, here’s exactly what you need to do in the immediate aftermath of discovering fuel theft at your property.
Report the theft promptly to authorities
As soon as you discover the theft, your first instinct will be to call the police – and you’d be completely correct. It’s best to be ready with detailed information such as the estimated time of the theft, the type of fuel stolen, exact quantities lost, and a description of any suspicious cars, people, or activity noticed before or after the event. Ensure that you get a crime reference number from the police; this number will be essential when dealing with your insurance provider.
Reporting quickly significantly increases the likelihood that the police can act effectively and apprehend those responsible. It also helps establish an official record of the crime, providing you with crucial support during insurance claims and any subsequent investigations or prosecutions.
Assess the damage and secure your site
After you’ve called the police, the next step is to conduct a thorough assessment of your premises to identify and record any damage caused during the theft. This includes inspecting fuel tanks, pumps, hoses, fences, gates, locks, doors, lighting, and any other security or property elements. Take detailed notes, along with clear photographs of all damage from multiple angles to thoroughly document conditions immediately after the incident.
Once damage is documented, immediately secure your site. Even temporary repairs like reinforcing broken locks, installing replacement security barriers, or installing emergency lighting can help prevent further security breaches. Quick actions reassure insurers that you’ve acted responsibly to mitigate additional risks and losses. Additionally, clearly visible temporary security improvements can be useful in deterring would-be thieves – especially if you’re concerned the original ones may return.
Check surveillance and gather evidence
After securing your site, the next step is to immediately review any CCTV and surveillance systems at your premises, including entry logs, alarms, and any other security devices you have in place. Check footage carefully for clear images of perpetrators, their clothing, car details like number plates, and precise timestamps showing when and how the theft occurred. Make backups of the recordings as soon as possible to prevent accidental loss or overwriting.
If your cameras did not capture clear footage or if surveillance equipment was damaged or tampered with during the incident, carefully document this too, as it may help the police build their understanding of how the thieves operated. Either way, having solid, thorough evidence will be hugely useful in assisting any police investigation, and supporting your insurance claim.
Notify your insurance provider
With evidence compiled and your premises secured, make sure to contact your insurance company, ideally the same day. Provide them with a detailed, clear report of the incident, including the police crime reference number, photographic evidence, written notes, details of the stolen fuel, and estimates of repair costs or replacements required. Maintain meticulous records of all your interactions, including names, dates, and times of conversations with insurance representatives.
Acting swiftly to notify your insurance provider can help to ensure that your claim progresses smoothly and rapidly, limiting your financial burden and enabling a quicker return to normal operations. Early communication also enables insurers to guide you on specific requirements or additional evidence you might need to expedite the claims process.
Arrange emergency fuel delivery if needed
In many cases, businesses heavily reliant on fuel will face urgent operational pressures if large quantities of fuel are stolen. If your fuel reserves have been critically depleted, immediately contact your existing fuel supplier or, if necessary, an alternative supplier to arrange an emergency fuel delivery. Make sure to clearly communicate the urgency of your situation, specifying exactly how much fuel you require and the timeframe in which you need it delivered.
This can go a long way towards helping prevent business disruptions, reduce the risk of downtime, and minimise customer dissatisfaction or operational delays. You may want to consider temporary storage arrangements if your primary storage solutions were damaged, ensuring you have appropriate, secure temporary tanks ready before delivery.
Review and strengthen fuel security measures
In the immediate aftermath of a fuel theft, you’ll need to critically assess and improve your existing fuel security measures. Your main priority will be to analyse precisely how thieves bypassed your current defences, and identify specific vulnerabilities. Common improvements include upgraded CCTV systems with better resolution, motion-triggered lighting, reinforced locks, alarm systems linked directly to your security provider, or enhanced fencing. It’s also worth thinking about if there’s any possibility that your layout is causing security issues.
And of course, it’s a good idea to consider robust anti-siphoning devices – and that’s exactly where we can help here at TankSafe.
Our TankSafe® Optimum is the only 3-in-1 fuel security device on the market. It prevents fuel theft, eliminates the risk of overfilling, and stops spills – all in a single unit. The device seals off the tank once it’s near full capacity with the use of a patented locking float valve. It doesn’t rely on software or detection – it physically blocks theft from happening. So, if you’re a fleet manager looking to introduce a final, proven layer of fuel security, it’s an unquestionably helpful asset.
If you have any questions, or you’re thinking of pre-emptively improving the security of your site, feel free to give us a call on 01253 400 401, and we’ll be happy to help however we can!