A working document for UK regulated firms preparing a professional indemnity renewal.
Reviewed by Apex Insurance Brokers (FCA FRN 724952) · Published 16 July 2026 · See the full article for the section-by-section commentary.
How to use this template
Print or save this document. Read the prompt under each heading, then complete the answer box with information specific to your practice. Where an example is given, treat it as an illustration only — delete it before sharing. Sign off the completed pack with a principal before it goes to a broker or insurer.
The Insurance Act 2015 requires a fair presentation of the risk for commercial customers at renewal. If in doubt about whether something is material, disclose it.
The ten sections
1. Firm overview
Legal form, year established, headcount by role, principals and senior people, regulatory registrations, offices.
ExampleMeadowfield Architects LLP was established in 2011 and is a limited liability partnership registered in England and Wales. The practice has 14 staff at a single Manchester office: three members (all ARB-registered), five architects, two Part 2 assistants, two technologists, one office manager, one administrator. Chartered Practice of the RIBA.
Your firm overview
2. Fee-income breakdown
Current-year actual and forecast, split by service line and by client type. Percentages are usually more useful than raw figures.
ExampleResidential (private) 42% / Residential (developer) 18% / Commercial (offices, retail) 22% / Education (independent schools) 12% / Public-sector (LA framework) 6%. Year to 31 March 2026 in line with prior year; year to 31 March 2027 forecast a modest increase from two commercial appointments in Q1.
Your fee-income breakdown
3. Territorial exposure
UK, EU, US and RoW percentages. Any US-facing work needs a clear description of the scope.
Example100% UK. No work outside the UK; no US-domiciled clients.
Your territorial exposure
4. Client base concentration
Any single client over 15% of income? Public-sector work? Listed-corporate or regulated financial-services clients?
ExampleLargest single client (regional developer, since 2016) 14% of current-year fee income. No other client above 8%. Six per cent public-sector under a local-authority framework. No listed-corporate or regulated financial-services clients.
Your client base concentration
5. Notification and claims history
Five years. Each notification: date, brief description, current status, reserves if any, and what the firm changed in response.
ExampleOne notification. February 2024, boundary-line discrepancy on a residential extension. Resolved between parties without a formal claim; closed by insurers November 2024. In response, the site-survey checklist was revised to require independent verification of registered-title extents on any project involving a party-wall condition. No open notifications or claims.
ExampleAll appointments on the RIBA Standard Professional Services Contract 2020, practice-specific amendments reviewed annually. Peer review on all projects above £500,000 construction value, documented. Written complaints procedure. ISO 9001. Annual CPD in line with ARB / RIBA. Cyber Essentials since 2022.
Your risk-management processes
7. Regulatory correspondence
Anything from the SRA, ARB, RICS, ICAEW, FCA or other supervisory body in the past five years.
ExampleNo ARB or RIBA disciplinary matters. Participated in the ARB’s 2024 thematic review of CPD compliance; no follow-up action required.
Your regulatory correspondence
8. Material changes year-on-year
New service lines, senior hires, offices, structural changes, staff departures with a book of work.
ExampleTwo changes. September 2025: new senior architect (12 years’ education-sector experience) supporting growth in independent-school work. January 2026: Principal Designer duties under the Building Safety Act 2022 for higher-risk residential projects, now reflected in the fee-income split.
Your material changes
9. Aggregate limit review
Current limit, requested limit, rationale.
ExampleCurrent £2,000,000 any one claim and in the aggregate. Practice requests the same limit at renewal. Largest current project construction value £3,200,000. Open to discussing higher limits should the pipeline of higher-value work continue to grow.
Your aggregate limit review
10. Wording preferences
Extensions valued; wordings the firm is unwilling to give up.
ExampleValue mitigation-costs cover, defence costs in addition to the limit of indemnity, favourable aggregation clause. Cyber write-back preferred given cloud-based project delivery. Not willing to accept a broad exclusion for higher-risk buildings under the Building Safety Act 2022 for residential work.
Your wording preferences
Sign-off
Prepared by
Reviewed and approved by (principal)
Date
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. Trading address: QCS, 53 Queen Charlotte Street, Bristol BS1 4HQ. This template is provided for information; it is not a substitute for a full renewal assessment by a regulated broker.
