How to Work a Commercial Renewal in the 90 Days Before Expiration

Day 90: pull the expiration list and confirm what is actually on the policy

The renewal process for a commercial client starts long before the policy end date. Ninety days out is when you want to identify every account that needs attention. Pull a complete expiration list from your agency management system, spreadsheet, or notebook, whatever system your office uses to track upcoming renewals. Double-check the dates and look for any policies that may have been rewritten, cancelled, or non-renewed since the last review.

With the list in hand, pull the full policy declarations and endorsements for each account. Do not rely on memory or old summaries. Compare the current schedule of coverages with your records. Pay special attention to property limits, vehicle schedules, additional insureds, and any unique endorsements. This is your foundation, if you miss something here, you risk quoting coverage that does not match the client's needs or expectations.

Reach out to account managers, CSRs, or producers responsible for each file. Confirm any upcoming changes, open claims, or expected coverage adjustments. Take note of expiring certificates, service agreements, or lease obligations. Your goal is to know exactly what exposures and needs are coming up for each account. Accurate groundwork now prevents last-minute surprises and sets up a smoother renewal process.

Keep reading: Commercial Renewal Submission Checklist: Forms, Loss Runs, Exposures

Day 85: order loss runs and read them before the client does

Ordering loss runs early avoids a scramble later. Most carriers take a few days to produce reports, and some require special forms or authorizations. Request reports for all lines that might be remarketed, not just the current carrier. For multi-location accounts or layered programs, be specific with your requests to ensure you receive the complete claim history.

Reviewing Before the Client

Once the loss runs arrive, read them before forwarding to your client or any market. Look for patterns: repeated types of claims, large reserves, or open losses. Note any claims that are likely to close soon or that have been closed since the last renewal. Address discrepancies, such as missing loss runs from prior years or mismatched policy numbers.

Prepare to discuss any red flags, such as an increase in frequency or severity. For complicated claims, talk with your claims manager or the adjuster for an update. If the client's loss experience is better than expected, you'll want to highlight that when negotiating with carriers. If there are issues, plan how you'll explain actions the insured has taken to reduce risk.

Communicating with Your Client

When you present the loss runs to your client, be ready to walk through each significant item. Many insureds do not fully understand carrier coding or reserve practices. Anticipate their concerns and have clear, factual explanations. This step builds trust and positions you as a proactive advisor, not just a messenger.

Day 75: update payroll, sales, vehicles, and property values

Accurate exposure data is the core of every commercial renewal. At the seventy-five day mark, reach out to your clients for updated numbers. Workers' compensation and general liability are often rated on payroll or sales. Property coverage depends on current building values, equipment, and inventory. Auto policies require up-to-date vehicle lists and driver information.

Gathering Exposure Information

Send a renewal questionnaire or set up a call to walk through changes. Ask about new hires, layoffs, or changes in operations. For contractors, get current subcontractor costs and certificates. For property, ask about renovations, purchases, or disposals. For fleets, confirm vehicles, drivers, and usage patterns. Check for seasonal changes or new locations.

Remind your client that accurate numbers prevent premium audits and coverage gaps. If a client is unsure about values, suggest a property appraisal or inventory report. For tough to insure items, such as fine arts or specialized equipment, ask for photos, invoices, or appraisals. Document everything in the file and flag any areas where exposures are unclear or likely to change soon.

Proactive Problem-Solving

If you spot a major change, such as a jump in payroll or a shift in operations, alert the underwriter early. Some carriers require extra documentation for new classes or large exposure jumps. Early notice gives you time to collect what is needed and prevents delays later. For clients with complex needs, consider setting up an in-person meeting or site visit to clarify exposure details.

Keep reading: Admitted or Surplus Lines: What Changes at Renewal for Your Client

Day 60: decide whether to remarket or hold with the incumbent

Sixty days out is when you make the strategic decision: stay with the current carrier or prepare to remarket. Review the current carrier's renewal appetite, service record, and any early indications of price or coverage changes. Talk with your underwriter if possible. Some carriers will offer renewal terms or hints about non-renewal or major changes at this stage.

When to Stay Put

If the incumbent carrier has performed well, claims have been handled fairly, and you expect only routine changes in premium or coverage, staying put can save time and stress. Compare renewal terms against market conditions and client needs. For some classes, especially those with tight carrier appetites or high loss frequency, staying with the current market may be the only realistic option.

When to Remarket

If rates are rising sharply, coverage is being restricted, or the carrier is signaling non-renewal, prepare to remarket. Also consider remarketing if the client's operations have changed significantly or if their loss experience has improved. For accounts with multiple lines or locations, decide whether to move everything or just the troubled line.

Document your decision and reasoning. If you decide not to remarket, let your client know early so they understand the strategy. If you plan to go to market, start assembling the information and applications you will need for submissions.

Day 45: build the submission and clear markets with your wholesaler

With thirty to forty-five days left, it's time to build the carrier submission. Gather updated applications, exposure schedules, loss runs, and any supplemental forms required for the line of business. Double-check every detail. Incomplete or inconsistent submissions slow down the quoting process and frustrate underwriters.

Submission Packet Essentials

• Signed or updated ACORD applications
• Up-to-date payroll, sales, and property values
• Loss runs for the past three to five years
• Photos, appraisals, or inventory lists for high-value property
• Certificates for subcontractors or additional insureds
• Driver lists and MVRs for commercial auto
• Any carrier-specific supplemental questionnaires

If you use a wholesaler or MGA, check their appetite and submission requirements first. Some wholesalers require market clearance or pre-approval before they will accept a submission. Send a list of target carriers and coverage needs to your wholesaler as soon as possible to avoid duplicate submissions and market conflicts.

Clearing Markets

Market clearance is a critical but often overlooked step. If you work with multiple markets or wholesalers, confirm who is approaching which carrier. This prevents duplicate submissions, which can sour relationships and slow down quoting. Keep a simple log of carrier appointments and market requests. Communicate clearly with all parties to ensure everyone knows which markets are in play.

See how BinderRenew handles this for insurance

Day 30: compare quotes on coverage terms, not just premium

As quotes come in, your focus shifts to analysis and recommendation. Do not just compare premiums. Line up the terms side by side: coverage limits, deductibles, exclusions, and forms matter as much as the dollar amount. Watch for differences in endorsements, retroactive dates, coinsurance, and sublimits. Many renewal surprises come from small print, not the main declarations page.

Building a Spreadsheet or Summary

Build a comparison chart showing each carrier's offer. List limits, deductibles, key exclusions, and total premium. Highlight any differences that affect the client's risk tolerance or compliance needs. For clients who must show proof of coverage to landlords, banks, or regulators, make sure the proposed policy will meet those requirements.

Discussing Tradeoffs

If one quote is lower but comes with higher deductibles or more restrictive terms, spell that out. Some insureds will accept a higher premium for better coverage or more responsive claims service. Others may prefer to take on more risk to save on upfront costs. Give your client the facts and recommendations, but let them make the ultimate call.

If time allows, ask for clarification or improvements from your underwriters. Sometimes a small change in deductible or an added endorsement can turn a "maybe" into a "yes." Document all offers and communications in the file. This protects you in the event of a dispute and provides a record for next year's renewal.

Day 15: present, bind, and confirm the effective date in writing

The last two weeks before expiration are the crunch time. Set up a meeting or call with your client to present the renewal options. Walk through the comparison, focusing on coverage changes, premium changes, and any carrier service issues. Answer questions and clarify obligations, especially for areas where coverage is changing or new exposures have been added.

Getting the Go-Ahead

Once your client selects a policy, confirm their choice in writing. Obtain any required signatures on applications, binders, or coverage selection forms. If the carrier requires special documentation, such as updated loss control surveys or premium financing agreements, get those in hand before binding.

Submit the bind request to the carrier and request confirmation of binding and the effective date. Do not rely on verbal indications. Make sure you receive a written binder or email confirmation before coverage lapses. If you need to issue a certificate of insurance immediately, confirm with the carrier that coverage is in place.

Document Everything

Send a summary email to your client confirming the effective date, coverage terms, and next steps. Include contact information for claims and billing. Save copies of all correspondence and forms in your agency management system or renewal file. This closes the loop and provides a clear record for both you and your client.

After binding: certificates, billing setup, and next year's file

The work does not end at binding. Immediately after coverage is confirmed, issue certificates of insurance to any required holders, landlords, general contractors, or lenders. Double-check certificate wording and endorsements against contract requirements to avoid post-renewal headaches.

Set up billing: confirm down payments, installment plans, or premium financing as needed. Make sure your client understands payment deadlines and options. For agency-bill accounts, track receipts and remittances to the carrier. For direct-bill, follow up to ensure the carrier issues invoices promptly. Address any billing questions or problems before they become cancellations.

Finally, build next year's renewal file. Save updated exposures, loss runs, carrier offers, and client correspondence in an organized folder, whether paper or digital. Note any lessons learned, client preferences, or issues to address at the next renewal. This history saves time and reduces errors in future years.

Managing a commercial renewal across ninety days takes organization, communication, and attention to detail. Many agencies now use renewal pipeline tools with expiration alerts, rewrite tracking, and retention reporting to keep the process on track. A structured system ensures nothing gets missed and keeps clients satisfied year after year.