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Approximately 120 days prior to expiration, each AE  will work on their  monthly expirations:

Download the Client Service Plan for full details on goals.

Ordering Loss Runs — 120 days prior to expiration       

  • Prepare Loss Runs Request Spreadsheet (S://DIRECTORIES/Loss Run Request Spreadsheet) Associate AE to prepare if one has never been generated on account – otherwise Quest will update
  • Attach the spreadsheet in TAM under the relevant client
  • Set up separate Q-LR Quest activities (by coverage type) for the processing of the loss runs requests

Request Renewal Information from Client/Producer — 90-120 days prior to expiration  (AE/Associate AE)

  • Obtain updated exposures from our client, i.e.
  1. Statement of Values (schedule of locations and values)
  2. Named Insured Schedule
  3. BI Worksheet (locate: S://directories/marketing/marketing worksheets)
  4. Automobile Schedule
  5. Driver Schedule
  6. Additional Interests Schedule (i.e. mortgagees, additional insured’s)
  7. Summary of Insurance (refer to TAM procedures) (Associate AE)

 Strategy Meeting – all accounts >$20,000 income — 90 days prior to expiration (AE, Associate AE, Marketing, Producer, Clains)

  • There may be accounts less than $20k income which might need strategy meetings, please refer these to your department manager
  • Strategy meeting invitation will be set up by the marketing department
  • Request from the claims department details for all open property and liability claims in excess of $25,000 incurred as well as any large closed claims.  Associate AE to obtain from claims prior to meeting
  • Review Value Added Services Costs: Cert Tracking, Background Checks, MVRs, WC Rate Reviews by Dennis Sturtz, Los Control, ES&P Services
  • In preparation for meeting, the following items are required. Email 24 hours prior to the meeting to all invitees, with copies of all attachments:
  1. Summary of Insurance (refer to TAM procedures to create summary)
  2. Currently valued loss runs and loss summaries
  3. Renewal Specification Checklist (2nd tab)
  4. List of declining carriers/carrier results from the prior year’s marketing efforts (located on the “Marketing Result Sheet” from the prior renewal proposal
  5. Any outstanding recommendations and hot coverage issues or items AE
  6. Advisen Reports
  7. List of endorsements for each policy
  8. Balance on Account
  • A re-cap email to be sent by the AE/Associate AE to all meeting invitees outlining briefly:
  1. Decisions made and markets to be approached
  2. Procurement of outstanding information and whose responsibility it is to procure this i.e. Producer, AE or Marketing Rep
  3. Outlining who will handle each coverage line, i.e. AE or Marketing Rep
  4. Any issues to be taken into consideration with the marketing efforts

Renewal Submission – Marketing Dept/AE. — 60 days prior to expiration

AE/Associate AE

  • Refer to the Strategy Recap Email when submitting to ensure clarity in marketing instructions:
  1. All loss runs and loss summaries (if not previously submitted with strategy meeting email)
  2. All accord applications for respective coverage lines, along with updated driver, vehicle and location schedules
  3. Any supplemental applications required by incumbent carriers or markets
  4. Follow up for quotes on a regular basis whether marketing dept is handling or no
  • Generate an activity in TAM upon submission to markets; Activity Type: A-SU and update description box with all correspondence to markets and with the client (AE)
  • Quest Team sets up QRCR for to request updated Certificate List from Insured (30-60 days)

Renewal Proposal Preparation — 15-30 days prior to renewal

  • Quotes are to be discussed with the Producer in advance of preparing and presenting proposal to the client (AE)
  • Prepare a New Proposal template. (refer to TAM procedures on how to create a proposal) Attach to A-PR Activity.
  • For Renewal Proposals, save outside of TAM the prior year’s proposal as a word document. Transfer the current years (renewal) column to the (expiring) column and leave blank the new renewal column.  Delete all reference to the prior year. Edit the front page, contents, marketing result sheet, loss summaries and any other information outlined in the proposal pertaining to the previous year. Attach this new proposal to TAM and rename it as the current year; e.g.. 2011-2012 Renewal Proposal.  Marketing will input new information in the renewal columns. Attach to A-PR Activity
  • Discuss with the Producer how he/she wants the proposal to be presented and if a Power Point Presentation is also desired.
  • Copies of all TRIA Forms, Notices of Excess Lines Disclosures/Total Cost Forms, Acord Applications, supplemental coverage applications to be given to the Producer for signatures at the time proposal is being presented
  • Proposal to include a section for Coverage Declination, client is to sign off on refusal of any recommended coverages within the proposal

Renewal Binding Procedures — 1-10 days prior to renewal

  • Issue a Binding Request to the carrier/wholesaler via email and attach the quote, as well as any discussed & agreed changes to the quote along with copies of the location schedules, additional interests and statements of value. A Renewal Binder should state: Renew As Expiring or Renew with the following changes:
  • Create an activity to follow up from our client for any signed documents required by the carrier, using activity A-AP (Associate AE)
  • Procure from the carrier all new policy numbers  (Associate AE)
  • Issue a Binder to our client, confirming their instructions to bind. Create this binder by saving the Renewal Proposal outside of TAM, as a word document and convert into a binder. The expiring columns to be deleted from the Client Binder and reference made only to the current column. If the policy numbers have not yet been received, then use To Be Assigned. Edit the front page to reference Binder in lieu of Proposal, e.g. 2011-2012 Client Binder. Attach to A-BI activity code
  • Set up billing activities for all coverages being bound, using: Q-BR  (Associate AE)
  • Set up Auto ID Card activities for Quest to prepare, using: Q-AU  (Associate AE)
  • Set up Renewal Certificate activities using: QRCR (refer to TAM procedures)
  • Prepare financing, if required, (refer to TAM Procedures)  (Quest)
  • Ensure all signed applications, TRIA Disclosures, Notices of Excess Lines Placements etc is signed and processed  to the respective carriers(refer to TAM procedures)  (Associate AE)
  • Ensure the Service Fee Letter, if required, is signed and attached to TAM  (AE/Associate AE)