Asking a stranger for $199 for something they can't see is a bad deal, so here is the whole thing. The examples below use a made-up carrier — Example Freight LLC, USDOT 9999999 — and are marked as samples. Your copy is built around your USDOT and the records you send back.
Underwriters price your renewal off your loss history. You are entitled to it, but carriers are slow to produce it and many fleets ask too late. Two letters, ready to send — one to the carrier, one to your agent of record — plus a follow-up schedule.
[Date]
Great West Casualty Company
Attn: Underwriting / Records Department
Re: Request for currently valued loss runs
Named insured: Example Freight LLC · USDOT 9999999
Policy number: ABC1234567 · Filing effective 11/01/2024
Please provide currently valued loss runs for the above policy covering the most recent five (5) policy years, or the full period of coverage if shorter. Please include, for each claim: date of loss, claim number, coverage line, status (open/closed), amounts paid, and current reserves.
Please send the runs valued no earlier than [date] to [your email]. Loss runs valued more than 90 days before submission are frequently rejected by underwriters, so a current valuation matters.
If any portion of this request cannot be fulfilled, please tell me in writing what is unavailable and why.
Sincerely,
[Your name] · [Title] · Example Freight LLC
Also included: the same letter addressed to your agent of record, and a three-step follow-up schedule (day 5, day 10, day 15) with escalation wording for when a request stalls.
The single most common reason a submission bounces back is a roster with expiring or missing med certs. This is the sheet that catches it before an underwriter does.
| Driver | CDL # | State | DOB | Hire date | Med cert expiry | MVR pulled | Years CDL |
|---|---|---|---|---|---|---|---|
| Sample, Driver A | K1234567 | IA | 1979-04-11 | 2019-06-03 | 2026-09-14 | 2026-07-02 | 21 |
| Sample, Driver B | K7654321 | IA | 1988-12-02 | 2023-01-17 | 2027-02-28 | 2026-07-02 | 9 |
Flagged: 1 medical certificate expires within 60 days of the target submission date. Renew or note the scheduled exam date before submitting.
VIN-level schedule in the layout underwriters expect, so nobody has to retype your spreadsheet.
| # | Year | Make / Model | VIN | Type | Stated value | Radius | Lienholder |
|---|---|---|---|---|---|---|---|
| 1 | 2021 | Freightliner Cascadia | 3AKJHHDR•MSMS0000 | Tractor | $78,000 | 500 mi | Example Bank |
| 2 | 2019 | Great Dane Dry Van | 1GRAA0620KB000000 | Trailer | $24,500 | 500 mi | — |
Underwriters pull this anyway. Seeing it first means nothing in your own file surprises you mid-submission. Straight from FMCSA public data, presented as facts with no interpretation.
| Power units / drivers on file | 14 / 13 |
|---|---|
| Liability insurer of record | Great West Casualty Company |
| Filed coverage / form | $1,000,000 · BMC-91X |
| Filing effective date | November 1, 2024 |
| Liability filings on record | 3 (history included) |
| Cancellation notices on record | None |
Compiled from FMCSA public data. Filing dates are not policy renewal dates. Figures may lag official records.
This one is administrative, and it matters more than it looks. When two brokers approach the same carrier for your account, the carrier generally honours whoever got there first — so an uncoordinated second opinion can quietly close the markets you were hoping to reach. The worksheet is simply a written record of who you authorized to approach whom, and when.
| Broker / agency | Carriers authorized to approach | Authorized on | Expires | Confirmed in writing |
|---|---|---|---|---|
| Incumbent agency | [carrier 1], [carrier 2], [carrier 3] | [date] | [date + 30d] | ☐ |
| Second agency | [carrier 4], [carrier 5] | [date] | [date + 30d] | ☐ |
You decide who gets which markets — this records the decision so it can be shown later. It is not a recommendation about which broker or carrier to use.
After you pay, you get an email asking for the handful of things only you have — your roster, your equipment list, and who your agent of record is. Everything drawn from public data is already filled in from your USDOT. The finished packet comes back within 2 business days as a PDF, with the roster and equipment sheets as tables you fill in and keep. It is yours outright.
If it isn't useful, reply within 14 days and we refund the full $199. At this stage the feedback is genuinely worth more to us than the money.
Get my Renewal Packet — $199