Commercial Policy Renewal Checklist

Run the renewal expiration report from Applied Epic (or AMS360/EZLynx) 90 days before expiration. Filter to commercial package policies with effective dates in the target month and confirm the producer of record on each account.

Confirm the producer of record's NPN is active and CE hours are current in every state where the account has exposure. A lapsed license at bind is an unauthorized transaction the carrier can rescind.

Pull loss runs via each appointed carrier's portal for the past five policy years. Wholesale-placed E&S accounts may require requesting from the wholesaler. Loss runs older than 90 days at submission will be rejected by most markets.

Attach the loss runs to the account file before exposure analysis.

Request current payroll by class code, gross sales, fleet schedule, statement of values, and any new locations or operations. Do not rely on AMS auto-populated ACORD fields — they drift across renewal cycles and produce inaccurate filed applications.

Compare current exposures to the in-force dec page. Material changes — new class codes, fleet additions, payroll growth above 25%, new states of operation — affect hazard grade and likely require remarketing. Confirm any pending mid-term endorsements not yet on the dec page.

Assemble ACORD 125, 130 (workers comp), 140 (property), supplemental applications by class, statement of values, and 5-year loss runs. Send to wholesale brokers for E&S markets and direct to appointed carriers for admitted markets.

For accounts without material change, request straight renewal terms. Distinguish a non-binding indication from a quote — never bind against an indication, which is subject to underwriter review of loss runs and a signed application.

Match each carrier's quote against their binding authority document — line of business, hazard grade, and limit caps. A quote outside binding authority requires home-office referral; binding it directly creates E&O exposure.

Screen all named insureds, additional insureds, and loss payees against the OFAC SDN list. The list updates frequently — a clean screen at last renewal does not satisfy this cycle.

Walk the insured through coverage changes, premium changes, and any carrier-required loss control recommendations. For mid-market commercial accounts, deliver the written commission disclosure required by NY Reg 187, CA SB 250, or equivalent state rule.

State windows vary: NY requires 45–60 days for most P&C non-renewals; FL requires 45–120 days depending on line; CA requires 45 days for personal auto. Missing the window forces renewal at expiring terms regardless of underwriting intent.

Send the bind order in writing to the underwriter or wholesale broker, citing quote number and effective date. Confirm receipt of the binder before the expiration date — a verbal bind without a written binder is a frequent E&O claim source.

Generate ACORD 25 certificates for every holder on file. Confirm the additional insured field reflects the contract requirement — listing the management company instead of the property owner is the most common COI error in vendor onboarding.

For E&S placements, file premium tax with the state and any required stamping office filings within the state-specific window (typically 30–60 days post-bind). Compliance rests with the producer of record even when the wholesale broker handles the mechanics.

Set the audit reminder for 60 days before policy expiration on workers comp and general liability. Brief the insured now on payroll documentation expectations — disputes after the audit bill arrives are far harder to resolve than expectations set up front.

Most states require 5–7 years of policy file retention; workers comp can require 10+ years given lifetime medical exposure on occurrence-based policies. Premature destruction creates discoverable spoliation risk if a claim surfaces later.