What information do insurers ask for at fleet insurance renewal?
Requirements differ by insurer and country, so ask your broker or insurer for their list. As one published example, QBE's commercial motor minimum information guideline (Australia) asks for:
- A vehicle schedule: make, model, year and registration for each vehicle, where it is based, and the sum insured.
- Claims history: five years as the standard, with three accepted in some cases, as a dated report from the current insurer showing the incurred cost of each claim.
- Fleet numbers and excesses for the same five years, the cover type, and the goods carried.
The pack covers these, and adds what sets your fleet apart: the risk controls you run and the figures that show they work.
How to use the fleet insurance renewal pack, step by step
- 90 days before renewal: enter the renewal date, update the vehicle schedule and request the five-year claims report from your current insurer.
- 75 days before: copy each claim into the claims history, and enter vehicles and premium per year on the Year summary.
- 60 days before: fill in the risk controls with a last-12-month KPI each, then the Word risk presentation, and send the file to your broker or insurers.
- 30 days before: enter the quotes as written on the Quote comparison sheet, score them, and ask about anything unclear.
- At renewal: share the certificates and update the insurance expiry date in your fleet records and your Fleet Incident and Claims Log.
How does the pack calculate frequency, loss ratio and quote scores?
The loss ratio here is your own estimate from your records; an insurer may calculate it differently, for example with its own reserves. Scores other than premium and excess are your judgment from 1 to 5, and the weights are examples you change to fit your priorities.
Worked example: a 41-vehicle fleet
A fleet with a 1 December renewal records eight claims over five policy years.
- Over five years: 8 claims, 5 at fault, net incurred 92,600 against premiums of 350,000, a loss ratio of 26.5%.
- The latest year, 2025: 2 claims for 41 vehicles, 4.9 per 100 vehicles. One rear-end claim of 31,000 paid plus a 4,500 reserve gives net incurred 35,500; with a 2,600 third-party property claim the year totals 38,100, a loss ratio of 48.5%. The presentation explains the action taken after the large claim.
- Three quotes: A at 76,000 with a 1,000 excess, B at 71,500 with 2,000, C at 79,000 with 500. With 1.7 claims a year on average, the estimated annual cost is 77,667, 74,833 and 79,833.
- With the example weights, C scores 4.66 out of 5 for agency repair, injury limits and faster claims, ahead of A (3.68) and B (2.78). The cheapest quote ranks last; the decision is yours.
Common mistakes at fleet insurance renewal
- Starting a month before. The claims report alone can take weeks to arrive.
- An out-of-date vehicle schedule. Sold vehicles still insured and new ones missing cost money both ways.
- Claims without context. A large claim with no explanation of what changed afterwards reads as a risk that remains.
- Controls without figures. "We have tracking" says less than "speeding events per 1,000 km fell from [x] to [y]".
- Choosing on premium alone. Excess, agency repair, limits and claims service change the real cost.
- Ignoring open claims. Reserves on open claims count in the loss ratio until they close.
What the pack does not do
It does not predict your premium, and it does not promise to lower it: insurers set prices on their own criteria. Compulsory motor insurance rules are set by the authority in your country, so check your authority's current requirement. The figures you present must match your records; write only what you can show. The pack is a working tool, not insurance advice. To estimate the cost of a single accident beyond what insurance pays, use the Road Accident Cost Calculator.