Renewal meeting · Prep
How to prepare for a PI renewal meeting
Reviewed by Apex Insurance Brokers (FCA FRN 724952) · Published 15 July 2026
A well-prepared renewal meeting delivers better cover at better terms. Here's what to do in the 4 weeks before, and what to bring.
4 weeks before
- Confirm renewal date with broker.
- Update fee-income figures (current year and forecast).
- Review claims history — anything new since last renewal.
- Refresh work-profile breakdown by sector or service line.
- Update headcount and structural information.
2 weeks before
- Broker circulates draft submission for your review.
- Confirm accuracy of all figures and disclosures.
- Identify any material changes to declare.
- Consider whether aggregate limit should uplift.
- Discuss any specific wordings you want to negotiate.
At the meeting
- Current-year fee income and next-year forecast.
- Any material process changes (risk management, systems, staff).
- Notification and claim status update.
- Discussion of aggregate adequacy given portfolio changes.
- Cover-term negotiation points.
- Wording review of any specific concerns.
- Confirmation of retroactive date continuity.
Key questions to ask your broker
- How does our profile compare to peers in our sector?
- What's the insurer's current appetite for our type of work?
- Is our current aggregate adequate for our exposure?
- Are there wording improvements available?
- What's happening in wholesale markets that might help us?
- What's the case for or against widening the market?
- Any regulatory changes affecting our next 12-24 months?
What to avoid
- Late meetings (less than 6 weeks pre-renewal).
- Incomplete or vague submissions.
- Focusing only on price.
- Undisclosed material changes or notifications.
- Rushed decisions on wording changes.
Frequently asked
Should I have a face-to-face renewal meeting?
For material placements, yes. For simple risks, phone or video is often sufficient.
How long should the meeting take?
60-90 minutes typical. Complex placements: 2-3 hours.
Should I invite the insurer?
For difficult placements or major changes, yes. For routine renewals, broker mediates.
What documents should I have ready?
Current policy schedule, claims history, financial figures, work-profile breakdown.
Can I bring my accountant or lawyer?
For material issues, yes. Broker will coordinate.
What if I disagree with the broker's approach?
Raise it at the meeting. Broker should explain the rationale.
Related
- Pi renewal timing playbook UK
- Renewal negotiation checklist for professional firms
- PI insurance premium increase at renewal
Apex Insurance Brokers Limited is authorised and regulated by the Financial Conduct Authority. Firm reference number 724952. Registered in England and Wales, company number 07014570.
Offices: QCS, 53 Queen Charlotte Street, Bristol BS1 4HQ · Unit 24, Basepoint Centre, Jubilee Close, Weymouth DT4 7BS