A 90-day insurance renewal checklist for brokers
Every task in a renewal, from the 90-day check to the note you write after it closes, with an owner and a due date against each one. Free CSV, opens in Excel or Google Sheets, no email address and no follow-up sequence.
This is a working file rather than a lead magnet. It is also deliberately boring: the renewals that get missed are almost never the complicated ones, they are the ones nobody was holding.
Download and preview the checklist
Ten columns. The first three describe the work, the next three track it, and the last four are what let somebody else pick the renewal up without calling you.
| Column | What goes in it |
|---|---|
| stage | Which part of the 90-day run this belongs to. |
| days_before_expiry | How many days before expiry the task is due. Negative means after renewal. |
| task | The thing to actually do, written so anyone on the team can pick it up. |
| owner | One name. A renewal with no owner is the one that gets missed. |
| due_date | YYYY-MM-DD. Work back from the expiry date. |
| status | not started, in progress, done or blocked. Keep the set small. |
| source_system_ref | The policy number or record id in your BMS or CRM. Not the client name. |
| last_contact | YYYY-MM-DD of the last time you reached the client about this renewal. |
| next_action | What happens next, so a colleague can take it over without asking. |
| notes | Anything that changes the conversation: claims, a move, a premium jump. |
Keep client details out of this file
The checklist records a source_system_ref, which is the policy number or record id in the system you already use. It has no column for a name, an email or a phone number, and that is on purpose. A spreadsheet of client contact details tends to end up on somebody's desktop, in an attachment and eventually outside the systems your brokerage actually controls. Track the work here and leave the people where they are governed.
Start 90 days before expiry
Ninety days is not a magic number, it is just the last point at which shopping the policy is comfortable instead of rushed. The stages below are the rows in the file.
At 90 days
Three months out, while there is still time to shop the policy.
- Confirm the policy record is current: expiry date, carrier and premium.
- Flag anything that changes the conversation, such as claims, at-fault losses or a premium increase.
- Decide who owns this renewal and put their name in the owner column.
At 60 days
Early enough that a requote is still comfortable rather than rushed.
- First contact: confirm what the client has changed this year.
- Request anything the carrier will need for requoting, and record the date you asked.
At 30 days
The client should now have something to decide on.
- Present the renewal terms and any alternative you shopped.
- If there is no response, chase on a schedule rather than when you happen to remember.
Before expiry
The last week, where renewals are actually lost.
- Final outreach, and confirm the client decision in writing.
- Escalate to the producer or principal if the client is still unreached.
After renewal
The part everyone skips, and the part that improves next year.
- Record the outcome: renewed, lost or moved, and the reason.
- Note any coverage gap you saw while reviewing the file.
Prepare information in your existing systems
The checklist tracks the renewal. It does not replace the system holding the policy. Quotes, endorsements, carrier documents and accounting stay in your broker management system, and the checklist points at them through source_system_ref.
If you want to know what does and does not connect to CovioIQ today, that is written down on the integrations page, including the carrier connections we have not built.
Adapt the checklist to your book
Commercial lines need more lead time than personal auto, and a book with heavy group benefits needs different questions at 60 days. Add rows, change the day counts, delete the stages that do not apply. Extra columns are fine; nothing here reads the file back.
If you would rather not run this in a spreadsheet at all, the same 90-day workflow is what CovioIQ's renewal pipeline does automatically, and how to automate insurance renewals walks through which parts can be automated and which stay manual.
See the same workflow in CovioIQ
The live demo runs on a sample book, so you can look at a populated renewal pipeline without signing up for anything.