You shouldn't pay $199 for documents you haven't seen, so every page is shown below. 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 November 1, 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 |
The sheet comes sized to the driver count on your FMCSA file, with a med-cert expiry column for flagging anything that expires inside your submission window. You fill it in — we never ask you to send us driver dates of birth or license numbers.
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 | — |
The sheet comes sized to the power units and the trailers on your FMCSA file, since underwriters want both on the schedule.
This is the strongest document in the packet, and the one you cannot easily assemble yourself. Underwriters pull your safety record anyway — seeing it first means nothing in your own file surprises you mid-submission. Compiled from five federal datasets, presented as facts with no interpretation and no score.
| 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 |
| Next anniversary of that filing date | November 1, 2026 — stated with the number of days remaining on the day your packet is built |
| Liability filings on record | 3 (full history table included) |
| Cancellation notices on record | None |
| Roadside inspections | 20 (Jul 2024 – May 2026), across 6 states |
| Out-of-service violations recorded | 3 — 0 cited against the driver, 3 against the vehicle, in 2 inspections |
| Violations recorded | 10 — Vehicle Maintenance 7, Hours-of-Service 2, Unsafe Driving 1 |
| Crash records on file | 0 — 0 fatalities, 0 injuries, 0 tow-away |
Every total above is the count for your whole record, not a sample of it. Plus the itemized tables behind those totals: your 25 most recent inspections with dates, states, levels and OOS counts; your 30 most recent violations with the section cited; and your 20 most recent crashes with date, severity and report number, each table stating the full count it is drawn from.
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 honors 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.
Underwriters cross-check six facts across every document in a submission — and when the numbers differ between forms, the file goes to the back of the queue for clarification. This one-page sheet is the single place to settle each fact; you fill it first and copy its values onto every form you send.
| Fact | Value to use everywhere | Where it comes from |
|---|---|---|
| Garaging address | 100 Example Rd, Anytown, IA 50001 | pre-filled from the public record (MCS-150) |
| Operating radius | [you fill in] | only you know this |
| Commodity hauled | [you fill in] | only you know this |
| Drivers | 13 | pre-filled from the public record — reconcile with the roster |
| Power units | 14 | pre-filled from the public record — reconcile with the schedule |
| Loss history | [attach the loss runs] | from your insurer, via the section-1 letters |
A submission where these six match on every page is what underwriters call clean — and clean files get quoted in days, not weeks. It records your own figures in one place; it is not a review of your coverage and contains no recommendation.
After you pay, you get one email asking for the two things public records can't tell us: your agent of record, and who signs the letters. 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 sized to your FMCSA counts for you to fill in and keep — there is no need to send us any driver or vehicle data. It is yours outright.
If it isn't useful, reply within 14 days and we refund the full $199. No forms, no questions asked.
Get my Renewal Packet — $199