Commercial insurance submission document checklist
Commercial insurance submission document checklist
Commercial submissions are document-heavy
Personal auto intake is high-volume and relatively standardized. Commercial lines are the opposite: fewer files, more documents each, more parties, and longer timelines.
A typical Ontario commercial submission may need loss runs from three prior carriers, an updated statement of values, financials from the client's accountant, and class-specific schedules — all arriving on different dates from different people.
Email threads collapse under that weight. A missing five-year loss run can delay a quote by a week — and the broker often does not know what is missing until the MGA asks.
Typical commercial submission documents
Requirements vary by class (property, CGL, commercial auto, etc.), carrier, and MGA. A practical Ontario commercial intake checklist often includes:
Loss and history
- Five-year loss runs (or claims history) from prior carriers
- Claims narrative for large or unusual losses
- Prior policy dec pages or experience letters
Financial and values
- Statement of values (SOV) for property schedules
- Financial statements or revenue documentation
- Payroll records (where relevant to exposure)
Applications and schedules
- Completed ACORD or CSIO commercial application supplements
- Vehicle schedules, driver lists, equipment schedules
- Photos, engineering reports, or inspections (class-specific)
Broker materials
- Broker cover letter / narrative describing the risk and coverage request
- Mandatory disclosure records at or before quote
- CISRO Principles and RIBO Fact Sheet delivery evidence
- Advice notes documenting placement discussions
Why commercial needs a separate template
Do not reuse your personal auto checklist for commercial risks. The items, reviewers, and timelines differ.
Build a commercial submission template in Hivi-X with every line item your MGA expects. Attach it to the commercial client record at first contact — not when the underwriter chases you.
Retention nuance
O. Reg. 991 requires at least six years of record retention. RIBO's handbook recommends considering 10+ years for commercial lines given liability exposure (RIBO Broker Handbook).
Organized intake at submission time makes long retention easier — scattered email does not.
How Hivi-X helps
- Reusable commercial checklist — loss runs, SOV, financials as tracked line items
- Client portal uploads — business owners upload large PDFs through my-id.ca
- CSR co-agent — account managers upload carrier correspondence as it arrives
- Missing-item dashboard — see what the MGA still needs before submission
- Voice notes — document placement calls and client instructions
- PDF export — organized package for MGA upload or internal review
Hivi-X does not generate ACORD forms, rate commercial risks, or replace your BMS commercial module.
General information only
Verify requirements with your MGA and carriers. This page is operational guidance, not legal advice.
Start a free trial and build a commercial intake checklist for your next submission.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- What documents are needed for a commercial insurance submission?
- Typically five-year loss runs, statement of values, financial statements, application supplements, class schedules (vehicles, payroll, property), and a broker cover letter. Requirements vary by carrier, MGA, and line.
- Does Hivi-X rate commercial policies?
- No. Hivi-X collects and organizes submission documents. Rating, binding, and policy admin stay in your BMS or carrier portals.
- Should commercial retention be longer than six years?
- RIBO's handbook recommends considering 10+ years for commercial lines. Hivi-X helps store organized files but does not set your retention policy.
Organize broker client files without the email chase
Hivi-X helps Ontario insurance brokers collect application documents with reusable checklists, a Canadian-hosted client portal, self-hosted AI summaries, and exportable PDF packages for Applied, Epic, SIG, or your BMS. Hivi-X is document-collection software — it does not replace your BMS or guarantee RIBO compliance.
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