Free working document
The 90 day renewal control checklist
Every step a small property and casualty agency should complete between the ninety day mark and the binder, laid out by date.
Renewals go wrong in a predictable order. The expiration date is noticed late, loss runs get ordered after the underwriter has already asked twice, the exposure update never happens, and the proposal meeting turns into a rushed phone call two days before the policy lapses. None of that comes from carelessness. It comes from work that has no fixed start date attached to it.
This checklist attaches one. It runs in four stages tied to the days remaining before expiration, and every item names the action and what a finished version of it looks like. Print it for each commercial account, or use the personal lines items as a shorter pass for the homeowners and auto renewals coming through the same window. It works on paper, in a shared document, or inside the BinderRenew pipeline where the stages are already dated.
Days 90 to 76: pull the list and open the file
Days 75 to 56: update exposures and build the submission
Days 55 to 31: market, quote, and compare
Days 30 to expiration: present, bind, and document
How to use it
Run the checklist as one weekly pass rather than an all day project. Open the expiration list every Monday, move each account to the stage it should have reached by that date, and work only the items that are behind. The point is not to touch every policy every week. The point is that no account reaches the thirty day mark with loss runs unordered and values untouched.
In a two or three person agency, assign ownership by stage instead of by client. One person can own list pulls and loss run ordering across the whole book while the producer owns exposure calls and proposal meetings. That split keeps the slow administrative items from waiting on whoever is out at a client site, and it means the ninety day list still moves during a week of storm claims.
Send me the editable copy
Send yourself the editable copy and get the checklist as a working document you can adapt to your own carriers, lines, and renewal calendar.
Questions about this document
Does this work for personal lines too?
Yes, on a shorter cycle. Personal lines renewals rarely need a full submission, so use the list pull, the coverage review, the rate change conversation, and the documentation items. Start those about forty five days out so you reach the client before the carrier notice.
What if a carrier nonrenews the account midway through?
Move the file straight to the marketing stage and treat the remaining days as the whole timeline. Order loss runs the same day, confirm the notice date on the letter, and tell the client before they read it themselves. Document the reason the carrier gave.
How does this connect to the BinderRenew pipeline?
The four stages here are the stages in the software, dated against each expiration. The pipeline flags any policy that has not reached the right stage for the days remaining, so the checklist becomes a screen you work rather than a page you remember to open.
When one printed page per account stops working
Filling this in by hand is the right first move, and a solo agent with sixty commercial accounts may never need more. It gets thin the week three carriers go quiet, a mod correction is still open and two proposals need booking. The same four stages live in the pipeline, dated to each expiration, so the list tells you which policy is behind instead of you remembering. We will load your expiration dates and show you.