An incident report is not a promise to cover the injury
A staff member may record what happened or provide a claim contact. That can help identify the event, but it does not automatically establish legal responsibility, policy coverage or an agreement to pay all losses. Keep a copy of any written acknowledgment you receive.
The business name on a receipt, the property owner, a management company and the insurer may be different entities. Do not assume that the first company to respond represents every potentially responsible party.
Match each letter to the party and issue it actually addresses.

