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Cover Notes

Guidelines For The Completion of Cover Notes

• Ensure that you are using the next available cover note. If you have missed a cover note in error, void it using the procedure noted below.
• Cover notes should be completed in black ink only as this is less soluble than blue ink and so we are less at risk from fraudulent behaviour by doing so.
• Do not, under any circumstances, backdate or backtime a cover note, no matter who has asked you to do so.
• Use only the details as shown on the policy (other than where the details are being amended by virtue of the cover note). For example, ensure that the cover, class of use, excesses etc are the same as shown on the policy, unless the cover note has been issued to effect a change to any of these details.
• Where the cover note is being issued for a permanent mid-term adjustment, the amendment may be teleprocessed by the Customer Service Centre and, therefore, it is not necessary to issue a cover note.
• If the cover note is for tax purposes, check the FCEDI status of the policy. If the policy is FCEDI, a duplicate certificate should be issued from your system. If the policy is not FCEDI, issue the cover note for 14 days only, and request duplicate documents from the Customer Service Centre. Where the vehicle to be taxed is a new vehicle, the cover note effective date must be the date on which the substitution is to take place as the transaction will be processed from this date.
• It is necessary to issue a cover note for all temporary amendments on manual policies as a certificate will not be issued. If the policy is FCEDI, check whether the amendment can be processed by EDI (all amendments can be processed on the Misys system).
• If it is necessary to void a cover note, it is imperative that the word “VOID” is written diagonally across the page, and that the reason for voiding is also legibly written, along with your initials and the date.
• Cover notes that are not required, but have been completed in full, should be submitted to the Customer Service Centre as Not Taken Up (NTU) cover rather than reattaching and voiding the cover note.
• All cover notes must be submitted to the Customer Service Centre on the day of issue, unless the transaction has been teleprocessed.

Completion of Cover Notes

Complete the date and time of issue prior to the rest of the cover note to avoid any mistaken discrepancies between issue and effective times.