Sales Proposal Checklist

Pull NAICS / SIC, applicable WC class codes, GL classifications, and any relevant ISO occupancy categories. Note subsidiaries, DBAs, and out-of-state locations — these drive licensing scope and surplus-lines questions later.

Request loss runs from each prior carrier valued within 90 days. Stale or summary-only loss runs will get the submission declined by most markets. For WC, also pull the e-mod worksheet from NCCI or the independent bureau.

Compare current limits, deductibles/SIRs, endorsements, and any manuscript wording. Flag claims-made retro dates, scheduled property values, and additional-insured schedules — these are the most common gaps when remarketing.

Walk the insured through payroll growth, sales projections, new locations, fleet additions, and any new contracts requiring higher limits. Auto-populated ACORD fields drift over multiple renewals; verify each exposure base against current operations.

ACORD 125 (commercial app), 130 (workers comp), and 140 (property) form the standard package. Include supplementals for any specialty lines — cyber, EPLI, professional. Auto-populate from the AMS, but read every field; do not rely on prior-year data.

Hard-to-place classes, high hazard grades, or unusual exposures may require E&S placement through a wholesale broker. Flag now — surplus-lines placements have state-specific tax and stamping office filings within 30–60 days post-bind.

Confirm each carrier's appetite and binding authority before sending. Verify the producer is appointed and licensed in every state where coverage will attach — unauthorized transactions are grounds for rescission.

For surplus-lines risks, engage the wholesale broker now. Confirm who handles state stamping office filings and premium tax remittance — compliance ultimately rests with the producer of record even when the wholesaler files.

Indications are non-binding — usually subject to underwriting review, signed application, or current loss runs. Do not import an indication into the AMS as a quote and do not bind against one. E&O claims often start here.

Build a coverage comparison: limits, deductibles/SIRs, key exclusions, claims-made vs occurrence triggers, and any manuscript wording differences. Flag any narrower coverage than the expiring policy so the insured can make an informed decision.

NY Reg 187, CA SB 250, and equivalents require written disclosure of producer compensation to commercial insureds. Confirm jurisdiction-specific language; templated national disclosures often miss state-specific tests.

Aim for 30–45 days before the expiring policy's effective date. Earlier than 60 days and pricing may not be firm; later than 30 and you lose negotiating room and risk a non-renewal notice window passing.

Material changes — limit increases, added locations, new lines — require updated underwriting and may reopen pricing. Document the revision request in writing before going back to markets.

Screen named insureds, additional insureds, and any loss-payee parties against the OFAC SDN list. Re-screen at every material change — parties can land on the list mid-policy.

Check NPN registration via NIPR for every state where coverage attaches, not just the producer's resident state. Confirm CE is current; a lapsed CE = lapsed license = no authority to bind.

ACORD 25 has separate fields for Certificate Holder and Additional Insured — confirm each holder's contract requires AI status before checking the box. Listing the wrong party is the most common COI error in commercial onboarding.

Surplus-lines placements require state premium tax remittance and (in some states) stamping office filings within 30–60 days post-bind. Confirm whether the wholesaler or the agency files; the producer of record carries ultimate compliance responsibility.

For WC and GL with payroll/sales bases, set the audit reminder for 30 days post-expiration. Set the next renewal review at T-90. Document lessons learned from this cycle in the account file.