P&C Submission Checklist

Commercial Auto Checklist

Essential information for auto coverage evaluation.

Basic Information Verification

Vehicle Schedule Review

Verify all VINs are complete and match the application

Red Flag: Missing or incomplete VINs may indicate poor record-keeping

Tip: Cross-reference VINs with loss history to identify problem vehicles

Confirm vehicle types are appropriate for the business operations

Red Flag: Luxury vehicles or sports cars for standard business operations

Tip: Vehicle value should align with business type and revenue

Check vehicle age and condition

Red Flag: Fleet average age over 7 years may indicate maintenance issues

Tip: Older vehicles should have documented maintenance programs

Verify vehicle usage (service, retail delivery, long-haul, etc.)

Red Flag: Vehicles used for purposes not disclosed in the application

Tip: Different uses have different risk profiles; ensure proper classification

Driver Information

Verify all drivers are listed with complete license information

Red Flag: Incomplete driver information or reluctance to provide all driver details

Tip: Request clarification on hiring practices if driver list seems incomplete

Check driver age distribution

Red Flag: High percentage of drivers under 25 or over 70

Tip: Younger drivers should have extra training documentation

Verify years of commercial driving experience

Red Flag: Less than 2 years experience for commercial vehicles

Tip: Drivers with limited experience should have documented training

Check license classifications match vehicle types

Red Flag: Improper license types for the vehicles being operated

Tip: Heavy vehicles require specialized licenses; confirm compliance

Operations Assessment

Review radius of operations

Red Flag: Operations beyond 500-mile radius might indicate long-haul exposure

Tip: Compare claimed radius with locations in loss history for consistency

Verify annual mileage estimates per vehicle

Red Flag: Low mileage estimates that don't align with business description

Tip: Calculate expected mileage based on business operations as a sanity check

Check if vehicles are garaged overnight and where

Red Flag: Vehicles regularly taken home by employees or parked in high-crime areas

Tip: Secure parking reduces theft exposure; verify security measures

Review business seasonality impact on vehicle usage

Red Flag: Significant seasonal variations not disclosed upfront

Tip: Seasonal businesses may need different coverage throughout the year

Driver Evaluation

MVR Analysis

Confirm MVRs are provided for all listed drivers

Red Flag: Reluctance to provide MVRs for specific drivers

Tip: MVRs should be current (within 30-60 days of submission)

Review MVRs for moving violations

Red Flag: Multiple speeding tickets, especially in commercial vehicles

Tip: Compare violations across drivers to identify company culture issues

Check for DUI/DWI or reckless driving history

Red Flag: Any DUI/DWI in past 5 years or multiple incidents ever

Tip: These indicate severe risk factors that may make the risk unacceptable

Review any license suspensions or revocations

Red Flag: Pattern of suspension or restricted driving privileges

Tip: Look for reinstatement documentation and proof of remediation

Driver Management

Review driver hiring criteria documentation

Red Flag: Vague or non-existent hiring standards

Tip: Strong hiring criteria indicate proactive risk management

Check driver training program details

Red Flag: No formal training program for new or high-risk drivers

Tip: Look for regular refresher training, not just new hire orientation

Verify driver monitoring procedures

Red Flag: No process for regular driver performance evaluation

Tip: Best practices include quarterly review of all driver performance

Review cell phone/distraction policy

Red Flag: No written policy on device usage while driving

Tip: Strong policies have clear consequences for violations

Driver Turnover

Check driver turnover rate

Red Flag: Annual turnover over 30% may indicate management issues

Tip: High turnover correlates with increased accident frequency

Review driver retention programs

Red Flag: No incentives for safe driving or retention

Tip: Safety bonus programs indicate positive risk management culture

Verify onboarding process for new drivers

Red Flag: Minimal orientation or supervised driving period

Tip: Comprehensive onboarding reduces early-employment claims

Loss History Review

Claims Analysis

Verify 3-5 year loss runs are complete and unaltered

Red Flag: Gaps in loss history coverage or edited documents

Tip: Request carrier-direct loss runs if anything appears suspicious

Calculate loss ratio trends year over year

Red Flag: Increasing loss ratio trend line

Tip: Compare to industry averages for context (20-60% is typical)

Review frequency of claims

Red Flag: Multiple small claims may indicate larger operational issues

Tip: Frequency often predicts future losses better than severity

Analyze severity of claims

Red Flag: Multiple claims exceeding $25,000

Tip: Look for correlation between severe claims and specific drivers/vehicles

Loss Patterns

Identify any recurring claim types

Red Flag: Pattern of similar accidents (rear-end collisions, backing accidents)

Tip: Patterns suggest systemic issues rather than random events

Check for claims clustered by driver

Red Flag: Multiple claims associated with the same driver

Tip: Driver-specific patterns may indicate individual training needs

Review geographic distribution of claims

Red Flag: High concentration of claims in specific areas

Tip: May indicate route planning issues or regional driving challenges

Analyze time patterns in claims

Red Flag: Claims concentrated during specific times (night, rush hour)

Tip: Time patterns may suggest scheduling or fatigue management issues

Post-Loss Actions

Verify explanations for large losses

Red Flag: Vague explanations or attributing losses to "bad luck"

Tip: Detailed explanations indicate understanding of risk factors

Review corrective actions taken after claims

Red Flag: No documented changes following significant losses

Tip: Proactive response to losses strongly predicts future performance

Check driver consequences for at-fault accidents

Red Flag: No consequences for drivers involved in preventable accidents

Tip: Accountability systems indicate strong safety culture

Review claim reporting timeliness

Red Flag: Pattern of delayed claim reporting

Tip: Prompt reporting typically results in better claim outcomes

Fleet Management

Maintenance Procedures

Verify scheduled maintenance program documentation

Red Flag: Reactive maintenance only (fixing when broken)

Tip: Preventive maintenance schedules reduce breakdown-related accidents

Review pre-trip inspection procedures

Red Flag: No formal pre-trip inspection process

Tip: Daily vehicle inspections significantly reduce mechanical failure claims

Check tire management program

Red Flag: No specific focus on tire maintenance and replacement

Tip: Tire-related accidents often result in severe losses

Verify brake maintenance schedules

Red Flag: Extended intervals between brake inspections

Tip: Brakes should be inspected at least quarterly for commercial vehicles

Safety Technology

Review telematics/GPS implementation

Red Flag: No vehicle tracking or driver monitoring technology

Tip: Telematics data should be used for both monitoring and coaching

Check for dash cameras or other recording devices

Red Flag: Resistance to camera technology often indicates cultural issues

Tip: Dual-facing cameras provide the most comprehensive data

Verify collision avoidance technology

Red Flag: No advanced safety features in newer vehicles

Tip: Forward collision warning and automatic braking significantly reduce losses

Review use of safety data in driver coaching

Red Flag: Collecting data but not using it for improvement

Tip: Regular review sessions with drivers using actual data improve outcomes

Vehicle Selection and Replacement

Verify vehicle replacement policy

Red Flag: No formal criteria for vehicle replacement

Tip: Replacement based on both age and mileage indicates good planning

Review safety features prioritized in new vehicles

Red Flag: Selecting vehicles based primarily on cost

Tip: Safety feature premium indicates commitment to risk management

Check appropriateness of vehicles for job functions

Red Flag: Vehicles mismatched to job requirements (too large/small)

Tip: Proper vehicle selection reduces both accident frequency and severity

Verify load management procedures

Red Flag: No formal load securement training or procedures

Tip: Improper loading contributes to vehicle handling issues and accidents

Company Policies and Procedures

Safety Program

Review written safety program comprehensiveness

Red Flag: No formal, written safety program specific to vehicle operations

Tip: Program should be regularly updated and communicated to all drivers

Verify safety meeting frequency and attendance

Red Flag: Infrequent safety meetings or poor attendance

Tip: Monthly safety meetings are industry best practice

Check accident investigation procedures

Red Flag: Superficial investigations that don't identify root causes

Tip: Thorough investigations should identify prevention opportunities

Review safety incentive programs

Red Flag: No recognition or rewards for safe driving

Tip: Effective programs balance individual and group incentives

Drug and Alcohol Policy

Verify drug and alcohol testing procedures

Red Flag: No pre-employment or random testing program

Tip: DOT-compliant testing programs are best practice even for non-DOT fleets

Check post-accident testing requirements

Red Flag: No mandatory testing following accidents

Tip: Consistent post-accident testing deters substance abuse

Review consequences for positive tests

Red Flag: Vague or inconsistently applied consequences

Tip: Clear zero-tolerance policies are most effective

Verify substance abuse education program

Red Flag: No education on effects of substances on driving

Tip: Regular education reduces positive test frequency

Trip Planning and Dispatch

Review route planning procedures

Red Flag: No consideration of traffic, weather, or road conditions

Tip: Proactive route planning reduces time pressure and accident risk

Check driver scheduling practices

Red Flag: Tight schedules that encourage speeding or rushing

Tip: Realistic scheduling with buffer time improves safety

Verify hours of service compliance (if applicable)

Red Flag: Evidence of hours violations or falsification

Tip: Electronic logging reduces violations and provides better data

Review inclement weather procedures

Red Flag: No policy for operations during adverse conditions

Tip: Clear guidelines for weather-related delays or cancellations

Tip: On mobile devices, click Show Details to view Red Flags and Tips

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