The quality of a tender rests on the data: every insurer needs to receive exactly the same accurate picture – that's what makes the quotes comparable, and what avoids data disputes at claim time. This list is the prep work: roughly 30 minutes, once – the rest is the broker's job.
In brief:
- Five data bundles: company, activity, locations and values, people and vehicles, history.
- For value data, replacement/rebuilding-cost logic applies, not book value.
- Personal and health data aren't needed at this stage – the list is company-data level.
1. Company data
- ☐ Exact company name, registered seat, tax number, company registration number
- ☐ Contact person (name, contact details), signing authority
- ☐ Financiers, if any (bank, leasing – with assignment requirements)
2. Activity
- ☐ A list of actual activities (secondary activities too, alongside the main one!)
- ☐ Annual net revenue (last closed year + this year's plan)
- ☐ Share of exports/performance abroad and the target countries (territorial scope!)
- ☐ Any partner/contractual insurance requirements (tender, client, landlord)
3. Locations and values
- ☐ List of premises addresses, with function (office, plant, warehouse…) and ownership (owned/leased)
- ☐ Rebuilding value of the building(s); for leased premises, the value of the tenant's fit-out
- ☐ Replacement cost of machinery and equipment (a separate list for large items)
- ☐ Average AND peak stock value (seasonality!)
- ☐ Level of security per site (locks, bars, alarm, camera, guarding)
4. People and vehicles
- ☐ Headcount by job type (office / manual / management)
- ☐ Vehicle list: plate number, make/model, year, nature of use
- ☐ Planned benefit elements, with budget level (if relevant – overview)
5. History
- ☐ Claims history from the past 3–5 years: what, when, how much, how it was resolved
- ☐ Copies of existing policies (ideally together with the portfolio inventory)
What happens to the completed list: I finalise it during the needs assessment, then it goes to insurers as a quote-request package – and the result comes back in the same-criteria comparison table. Honesty is a rule here too: polished data backfires at claim time – accurate data, on the other hand, is negotiating power.
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This article is for information purposes only and contains general information; it does not constitute an offer, or insurance, legal or tax advice. The specific covers, exclusions and pricing are set by the insurers' terms and conditions in force at any given time – it is worth going through these item by item when you request a quote. Updated: August 2026.
