Organize records, contacts, certificates, and follow-up tasks before an insurance renewal or quote. Review coverage areas with your provider or agent — this worksheet does not set coverage, submit anything, or determine whether requirements are met.
Planning & organization tool only. This checklist is provided for planning and organization only. Coverage requirements, limits, deductibles, exclusions, endorsements, certificate language, renewal timing, and acceptance standards vary by policy, provider, state, operation, carrier, broker, customer, and lender. Clear To Roll does not provide legal, tax, accounting, insurance, dispatch, carrier, broker, DOT, FMCSA, safety, or compliance advice, and does not verify, approve, certify, screen, qualify, or determine whether any requirement is met. Always review official sources, your policy documents, contracts, and your insurance provider or agent before relying on any checklist.
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Policy Dates & Contacts
Track expiration, target dates, agent, and key renewal contacts in one place.
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Coverage & Certificates
Review coverage areas, certificate requests, and endorsement needs with your agent.
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Claims & Requirements
Organize loss runs, claims, and broker / customer / lender requirements.
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Interactive Worksheet
Complete the renewal prep worksheet directly in your browser.
Free WorksheetBuild Your Insurance Renewal Prep Checklist
Set a status for each item, add notes, and use the logs to track certificate requests, document collection, and follow-up tasks. The summary updates as you go.
ARenewal Details (optional)
Optional. This information is not stored or sent anywhere — it stays in your browser session.
BFilters
Policy Dates & Contacts17 applicable · 17 shown›
Current policy expiration date
The date everything else in the renewal works backward from.
Policy document
Renewal target date
When you want the renewal wrapped up.
Review only
Insurance provider / carrier name
Know exactly who holds each policy.
Insurance provider
Insurance agent or agency name
Your main point of contact for the renewal.
Agent
Agent phone number
Keep it easy to reach.
Agent
Agent email address
Keep it easy to reach.
Agent
Policy number
Needed on almost every renewal request.
Policy document
Quote or renewal reference number
Track quotes and renewal offers by reference.
Insurance provider
Certificate request contact
Who handles certificate requests for your policy.
Insurance provider
Claims contact
Who to call about claims on the policy.
Insurance provider
After-hours claims number
Worth having before you need it.
Insurance provider
Payment contact or billing contact
Who handles billing and payment questions.
Insurance provider
Renewal meeting date
When you plan to talk through the renewal.
Review only
Follow-up date after quote review
When to check back after reviewing quotes.
Review only
Cancellation or non-renewal notice review, if applicable
If a notice was received, note the dates and review it with your provider or agent.
Policy document
Policy documents location
Where the current policy documents are kept.
Review only
Renewal notes location
Where renewal notes and quotes are kept.
Review only
Business / Authority Information22 applicable · 22 shown›
Legal business name
Should match your registrations and filings.
Authority record
DBA name, if applicable
Note it if the business operates under one.
Authority record
Business mailing address
Keep it current with your provider.
Review only
Garage location / principal place of business
Where equipment is based.
Review only
USDOT number
A basic identifier for insurance paperwork.
Authority record
MC number, if applicable
Note it if your operation has one.
Authority record
Operating authority status to review, if applicable
Review your authority information through official sources.
Authority record
Tax ID / EIN location
Where the confirmation letter is kept.
Review only
W-9
Frequently requested with insurance paperwork.
Review only
BOC-3 filing, if applicable
Keep a copy with your authority records.
Authority record
UCR record, if applicable
Keep registration records together.
Authority record
IFTA account, if applicable
Note the account with your business records.
Authority record
IRP account, if applicable
Note the account with your business records.
Authority record
State permits or state operating records, if applicable
Requirements vary by state — keep records together.
GVWR or vehicle classification notes, if applicable
Note details that describe each vehicle.
Vehicle record
Trailer list
A current list of trailers in use.
Vehicle record
Trailer VINs
Commonly requested for trailer schedules.
Vehicle record
Trailer ownership or lease records
Who owns or leases each trailer.
Lender/lease
Vehicle registration / cab card
Keep registration records handy.
Vehicle record
IRP registration
Apportioned registration records, if applicable.
Authority record
Annual DOT inspection records
Keep the most recent records together.
Vehicle record
Maintenance record summary
A quick summary helps renewal conversations.
Review only
Vehicle photos, if used for renewal file
Photos help document condition.
Review only
Equipment value notes
Your own notes on equipment values to discuss with your agent.
Agent
Lienholder or lender information, if applicable
Lenders may have their own insurance requirements — review your agreements.
Lender/lease
New equipment added since last renewal
Additions are worth flagging for your agent.
Agent
Equipment removed since last renewal
Removals are worth flagging for your agent.
Agent
Lease or finance agreement location
Where the agreements are kept.
Lender/lease
Physical damage value review, if applicable
A value review topic for your agent — this worksheet does not set values.
Agent
Trailer interchange exposure review, if applicable
A review topic for your agent if you interchange trailers.
Agent
Non-owned trailer use notes, if applicable
Note how non-owned trailers are used, to discuss with your agent.
Agent
Coverage Areas to Review22 applicable · 22 shown›
These are coverage areas to review with your insurance provider or agent. This worksheet does not tell you what coverage you need — coverage decisions, limits, deductibles, exclusions, and endorsements vary by policy and operation.
Auto liability policy documents
Locate the documents and review them with your provider or agent.
Policy document
Motor truck cargo policy documents
Locate the documents and review them with your provider or agent.
Policy document
Physical damage coverage, if applicable
A coverage area to review with your provider or agent.
Policy document
General liability coverage, if applicable
A coverage area to review with your provider or agent.
Policy document
Non-trucking liability / bobtail coverage, if applicable
A coverage area to review with your provider or agent.
Policy document
Trailer interchange coverage, if applicable
A coverage area to review with your provider or agent.
Policy document
Workers' compensation record, if applicable
Requirements vary — review with your provider and the appropriate professional.
Policy document
Occupational accident coverage record, if applicable
A coverage area to review with your provider or agent.
Policy document
Umbrella or excess coverage, if applicable
A coverage area to review with your provider or agent.
Policy document
Reefer breakdown coverage, if applicable
A coverage area to review if you run refrigerated freight.
Policy document
Pollution or environmental coverage question, if applicable
A question to raise with your provider or agent.
Agent
Hazmat operation question, if applicable
If your operation involves hazmat, review coverage and requirements with your provider and official sources.
Agent
Towing / storage / cleanup expense question, if applicable
A question to raise with your provider or agent.
Agent
Rental reimbursement or downtime coverage question, if applicable
A question to raise with your provider or agent.
Agent
Deductible review
Review deductibles with your provider or agent.
Agent
Limit review with agent
Review limits with your provider or agent — this worksheet does not set limits.
Agent
Exclusion review with agent
Ask what is excluded and how it affects your operation.
Agent
Named insured review
Confirm the named insured matches your business setup.
Agent
Additional insured requirements to review
Requests vary — review each with your provider or agent.
Certificate request
Waiver of subrogation requirements to review
Requests vary — review each with your provider or agent.
Certificate request
Loss payee / lienholder requirements to review
Lender requests vary — review with your provider or agent.
Certificate holder, additional insured, waiver of subrogation, and endorsement requests vary. This worksheet does not say certificate language is acceptable — review each request with your insurance provider or agent.
Current Certificate of Insurance
Keep the current certificate easy to find and share.
Certificate request
Certificate holder list
Everyone who currently holds a certificate.
Certificate request
Broker certificate request
Track broker requests to review with your agent.
Broker/customer
Customer certificate request
Track customer requests to review with your agent.
Broker/customer
Shipper / receiver certificate request, if applicable
Track requests to review with your agent.
Broker/customer
Lender or lienholder certificate request, if applicable
Track lender requests to review with your agent.
Lender/lease
Additional insured request, if applicable
Review each request with your provider or agent.
Certificate request
Waiver of subrogation request, if applicable
Review each request with your provider or agent.
Certificate request
Primary and non-contributory language request, if applicable
Review requested language with your provider or agent.
Certificate request
Cargo limit request, if applicable
Review requested limits with your provider or agent.
Certificate request
Auto liability limit request, if applicable
Review requested limits with your provider or agent.
Certificate request
Trailer interchange certificate request, if applicable
Review with your provider or agent.
Certificate request
Workers' compensation certificate request, if applicable
Review with your provider or agent.
Certificate request
General liability certificate request, if applicable
Review with your provider or agent.
Certificate request
Certificate delivery email list
Where certificates need to be sent.
Certificate request
Certificate expiration reminder
Note when certificates will need updating.
Review only
Certificate request notes
Running notes on requests and responses.
Review only
Certificate language to review with agent
Requested language varies — review it with your provider or agent.
Agent
Claims / Loss Runs / Incidents20 applicable · 20 shown›
Loss run request, if needed
Loss runs come from your insurer or agent — note when requested.
Claim/loss record
Claims history review
Review your history before renewal conversations.
Claim/loss record
Open claim list
What is still open and with whom.
Claim/loss record
Closed claim list
What closed since the last renewal.
Claim/loss record
Accident / incident file list
Where each incident file is kept.
Claim/loss record
Cargo claim file list
Where each cargo claim file is kept.
Claim/loss record
Theft or security incident file list
Where each file is kept, if any.
Claim/loss record
Roadside inspection follow-up records, if related
Keep related records with the file.
Review only
Repair invoices related to claims
Keep invoices with the related claim file.
Claim/loss record
Tow receipts related to claims
Keep receipts with the related claim file.
Claim/loss record
Photos or video notes related to claims
Note what exists and where it is stored.
Claim/loss record
Claim number list
All claim numbers in one place.
Claim/loss record
Claim representative contact list
Who is handling each claim.
Claim/loss record
Deductible notes
Your notes on deductibles paid or pending.
Claim/loss record
Settlement or reimbursement notes
Track what was received and when.
Claim/loss record
Incident follow-up tasks
What still needs to happen on each file.
Review only
Preventive action notes, if used internally
Your own internal notes, if you keep them.
Review only
Renewal questions related to claims
Questions to raise with your provider or agent.
Agent
Broker/customer claim follow-up records, if applicable
Coverage requirements, renewal timing, and certificate language can change. Verify with your insurance provider or agent, official FMCSA and state sources, and your carrier, broker, customer, and lender agreements.
FMCSA — Insurance & Registration
Federal Motor Carrier Safety Administration insurance requirements and registration resources.
Policy renewal dates, certificates, coverage questions, and endorsement language should be confirmed with your insurance provider or agent.
Carrier, Broker, Shipper & Customer Packets
Insurance requirement documents and certificate requests vary. Review your carrier, broker, shipper, or customer requirements directly.
Lender / Lease Agreements
Lender and lease insurance requirements live in your agreements — review them alongside your policy.
Tax or Business Professional
For EIN, W-9, business registrations, and authority records, consult the appropriate tax or business professional.
Keep your renewal file easier to update.
Clear To Roll helps truck drivers and owner-operators keep important documents, renewal dates, certificates, saved records, and shareable business packets in one place.
The free public worksheet helps you organize and review a renewal checklist in your browser. A Clear To Roll account helps you save records, track dates, and keep your file organized over time.
This worksheet is provided as a free planning and recordkeeping tool. It does not submit, request, or send anything, and does not determine whether requirements are met. Coverage decisions, limits, deductibles, exclusions, certificate language, renewal timing, and acceptance standards vary. Always use official sources, your policy documents, contracts, and your insurance provider or agent. Clear To Roll does not verify, approve, certify, audit, screen, qualify, or determine whether any document, certificate, or requirement is acceptable or met.