The first quarter of the year is a time when many businesses reset operations, reopen locations after the holidays, and adjust staffing for seasonal demand. It is also a period when certain commercial general liability (CGL) exposures tend to increase—particularly slip-and-fall claims, premises incidents, and third-party injury allegations. 

Fraud prevention in the CGL space is not about assuming claims are illegitimate. It is about maintaining strong operational controls, consistent documentation, and safe premises so that legitimate claims are resolved efficiently and questionable claims can be evaluated fairly. A brief annual review at the start of the year can significantly reduce liability exposure throughout the year. 

Understand Seasonal Risk Patterns 

Cold weather creates predictable liability risks. Ice, snow, wet floors, poor lighting, and reduced visibility contribute to many first-quarter premises claims. While many claims are legitimate, these same conditions are commonly cited in exaggerated or opportunistic injury allegations. 

Businesses should anticipate these seasonal exposures and ensure that winter maintenance plans are documented and consistently followed. Slip resistance, floor mats, signage, and snow removal schedules are not only safety measures—they are key pieces of evidence when claims are reviewed. 

Document Property Maintenance and Inspections 

One of the most effective defenses against questionable claims is clear, contemporaneous documentation. Annual reviews should include confirming that property inspection logs, maintenance schedules, and vendor contracts are current and accessible. 

Businesses should: 

  • Maintain written inspection schedules for entrances, walkways, and customer areas. 
  • Document snow and ice removal activities, including dates and times. 
  • Retain vendor invoices and service agreements. 
  • Keep repair and maintenance records organized and searchable. 

In many liability investigations, the absence of documentation—not the injury itself—creates unnecessary exposure. 

Review Surveillance Coverage and Retention 

As with workers’ compensation claims, surveillance footage can be critical in evaluating incidents. Many premises liability claims hinge on whether a hazard existed, how long it was present, and how an incident occurred. 

Businesses should regularly verify that cameras are operational, positioned to capture high-risk areas, and set to retain footage. Particular attention should be paid to entrances, exits, parking areas, sidewalks, and interior customer traffic zones. 

It is equally important to confirm that footage can be retrieved promptly. Delayed requests often result in overwritten video, eliminating one of the strongest objective tools available to defeat fraudulent claims. 

Train Staff on Immediate Incident Response 

Front-line employees typically are the first to respond when a customer or visitor reports an injury. How those first moments are handled can significantly affect claim outcomes. 

Annual refresher training should emphasize: 

  • Prompt notification of management. 
  • Completing incident reports immediately. 
  • Documenting conditions accurately and objectively. 
  • Identifying witnesses and obtaining contact information. 
  • Preserving video and physical evidence. 

Employees should be trained to assist without admitting fault or speculating about causes. Clear, factual documentation protects both the reporting party and the business. 

Review Third-Party Access and Vendor Controls 

Many CGL claims involve contractors, delivery services, or other third parties operating on business premises. The start of the year is an appropriate time to review vendor relationships and confirm that certificates of insurance are current. 

Businesses should: 

  • Verify that vendors carry appropriate liability coverage. 
  • Maintain updated contracts outlining responsibilities. 
  • Clearly define who is responsible for maintenance and hazard mitigation. 
  • Control after-hours access to facilities. 

Unclear responsibility is a common factor in disputed liability claims. 

Reassess Lighting, Signage, and Physical Conditions 

Winter months bring shorter daylight hours, increasing the importance of proper lighting. Poorly lit parking lots, stairwells, and walkways are frequently cited in premises claims. 

An annual walkthrough should include evaluating lighting levels, handrails, floor transitions, signage, and surface conditions. Small repairs and improvements can significantly reduce both injury risk and exposure to exaggerated claims. 

Confirm Incident Reporting and Claim Notification Procedures 

Delayed claim reporting can complicate investigations and increase costs. Businesses should confirm that incident reporting procedures are clearly understood and that contact information for claim reporting remains current. 

Testing reporting processes—particularly after system changes or staffing turnover—helps ensure incidents are reported promptly and accurately. Prompt reporting often allows the gathering of evidence while conditions are unchanged. 

Preparedness is the Best Protection 

Fraud prevention is not about distrust—it is about readiness. Businesses that maintain clean records, consistent maintenance practices, and clear procedures are better positioned to resolve claims efficiently and fairly. 

A short, start-of-year liability readiness review can help reduce surprises, protect your reputation, and keep liability exposures predictable throughout the year.