Insurers need a complete picture of the insured business or project: exactly what work is being done, where and for how long, the values at risk, who is performing the work, the contracts and subcontractors involved, site conditions, protection measures, prior losses and the cover and limits requested. The evidence required differs between annual contractor insurance, a single-project builders risk or contractors-all-risks policy, and professional indemnity for design services, so use the checklist for the relevant policy and confirm the insurer’s application requirements with your broker.
Why the information matters
An underwriter uses your submission to classify the work, estimate the likely size and duration of losses, and decide whether the account fits the insurer’s appetite. The same phrase—such as “general contractor”—can describe low-hazard interior work, high-rise construction, demolition or deep excavation. Those activities create very different property, liability and delay exposures.
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The submission also shows how risk is allocated. Contracts may require particular liability limits, additional insureds, waivers of subrogation or evidence that subcontractors carry their own insurance. Clear information lets the insurer assess those obligations instead of pricing from assumptions.
Requirements are not universal. They vary by jurisdiction, policy form, project complexity, insurer and the stage of underwriting. A U.S. annual-account application, a Canadian builders-risk submission, a Singapore contractors-all-risks proposal and Malta regulatory guidance illustrate the range of questions an insurer may ask. Treat the lists below as a preparation guide, not a substitute for the selected policy’s form.
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First, identify the coverage being requested
| Coverage context | Information that drives the assessment | Typical evidence |
|---|---|---|
| Annual contractor or practice cover | Trade mix, annual receipts, payroll, subcontracting spend, territory, employee duties, equipment and loss history | Company details, financial figures, schedules, loss runs, contracts and subcontractor insurance certificates |
| Single-project builders risk or contractors all risks | Scope, construction type, site conditions, total and existing values, timeline, occupancy, protection and requested limits | Statement of values, site plan, schedule, permits, method statements, engineering reports and project contracts |
| Construction professional indemnity | Design, engineering, surveying, supervision or advice provided; fees and project values; qualifications; contracts and prior claims | CVs or qualifications, appointment agreements, scope of services, insurance history and claims details |
Do not combine these into one generic submission. An annual policy is principally about the contractor’s recurring operations; project cover is centered on one site, one schedule and one set of values; professional indemnity focuses on advice and the financial consequences of an alleged error or omission.
Information for an annual contractor or practice policy
Identity, locations and requested cover
- Legal name of every named insured, trading names, ownership structure and the main business address.
- States, provinces, regions or countries where work is performed, including newly entered territories.
- Requested effective date, policy period, liability limits, deductibles and any contractual limits you must meet.
- Current and prior insurers, policy periods, cancellations or non-renewals and any coverage restrictions.
Tell the broker when the business has expanded into a new location, trade or project size. Historical figures alone may not describe the coming policy period.
Describe the actual operations
List each trade and operation separately rather than relying on a broad label. State whether work is residential, commercial, industrial, institutional or infrastructure, and give the approximate mix. Explain work at height, roofing, hot work, work below ground, demolition, excavation, structural alteration, lifting operations, traffic exposure and any unusual materials or processes.
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Include the percentage of self-performed work and the percentage subcontracted. Identify the largest and most hazardous activities, not just the activity that generates the most revenue. Osprey Underwriters groups review around operations and trades, project environment, contracts, people and equipment, and loss experience; its guidance also notes that the exact requirements depend on coverage and market.
Scale, payroll and project profile
- Annual gross receipts, payroll and subcontractor costs for the current and prior periods, with a forecast where the business is growing.
- Number of employees, their duties and the proportion doing field, supervisory, office or specialist work.
- Typical project value, smallest and largest projects, the largest project currently underway and recently completed projects.
- Approximate work-in-progress values, owned or hired equipment, vehicles and materials stored off site when relevant.
Explain unusual changes, such as a one-off large contract, a shift from residential to commercial work or a material increase in subcontracting. A short narrative prevents an underwriter from interpreting a sudden change as an unexplained deterioration.
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People, subcontractors and contracts
Provide the experience of owners, project managers and supervisors, including experience with the type and size of work proposed. Identify major subcontractors or subcontractor categories and give their estimated values when requested. Describe how you verify their licences, safety records and insurance.
Supply sample or actual contracts when contractual risk transfer is important. The underwriter may need to see indemnity wording, required liability limits, additional-insured provisions, hold-harmless clauses and waivers of subrogation. Keep certificates of insurance current and track expiry dates; a certificate alone does not replace review of the contract or policy wording.
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Safety, quality and loss experience
Summarize written safety programmes, toolbox talks, training, competent-person inspections, incident reporting, quality-control procedures and stop-work authority. Provide available loss runs for the requested period and explain every significant claim, near miss or large reserve: what happened, the amount paid or reserved, the root cause and the corrective action taken.
Procore’s contractor guidance emphasizes company background, project record, geography, quality and safety practices, subcontractor relationships, operational changes and responses to past losses. A complete explanation is more useful than simply attaching unexplained loss spreadsheets.
Information for builders risk or a specific project
Project identity and scope
- Full site address, legal description where applicable and the project owner, developer, contractor and key consultants.
- Project description, construction type, structural system, occupancy and the work phases included.
- Total contract or construction budget, total project value and the value of any existing building being altered.
- Start date, planned completion date, phase schedule, current status and the value of work already completed.
State whether the premises will be occupied during construction, by whom and for what purpose. Occupancy can change fire, security, water-damage and public-liability assumptions.
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Values, limits and optional cover
Prepare a statement of values that separates new construction, existing structures, temporary works, materials, equipment and other insured property. Identify who owns each item and where it will be located. Request limits for physical damage and liability separately, and specify deductibles you can carry.
If you need delay-in-opening, soft-cost or rental-income protection, provide the soft-cost breakdown, a project pro forma and the requested indemnity period. Chubb Canada describes these items as additional information for delay-in-opening coverage. Its listed offering also states a global limit of $150 million and a generally lowest $10,000 deductible for non-catastrophe perils, with catastrophe deductibles generally higher; those are product-page details, not universal construction-insurance standards, and terms can change.
Site plans and protection
Give the insurer a site plan showing buildings, temporary structures, storage, access, fire department routes, hydrants, neighbouring property and water features. Describe fencing, lighting, alarms, guards, hot-work controls, temporary heating, fire extinguishers, standpipes, sprinkler status, water shutoffs and housekeeping.
Explain how materials are secured against theft and weather, how waste is removed and who inspects the site outside working hours. Include the planned testing and commissioning period, because risk can change when equipment is energized or the building is partially occupied.
Extra information for contractors-all-risks and complex work
Technical projects often require a more detailed engineering submission. An AIG Singapore annual contractors-all-risks proposal form, for example, asks for information that may not be relevant to a simple renovation:
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- Contract title, location, average, maximum and minimum project values, and the duration of each project.
- Schedule by work phase, including earthworks, structures, services, testing and commissioning.
- Subcontractor identities, scopes and values, plus the contractual allocation of responsibility.
- Fire-fighting arrangements and the availability of emergency services.
- Ground and substrata conditions, water-table level, nearby rivers or other water bodies and flood history.
- Excavation dimensions and depths, support or collapse precautions, and the method and location of spoil removal.
- Blasting or demolition methods, exclusion zones and vibration controls.
- Foundation and piling methods, dimensions, temporary works and monitoring.
These questions become material when ground works, water exposure, demolition or complex engineering could produce severe third-party or property damage. They are examples of possible requirements, not a claim that every insurer asks every applicant for every field.
Documents for demolition, excavation and neighbouring-property exposure
Work beside an existing building requires evidence of the condition before work starts. Malta Financial Services Authority guidance identifies several documents that may be requested:
- A method statement prepared or reviewed by the architect or appropriate engineer.
- A pre-work condition report for adjacent premises, with photographs, descriptions and recorded defects.
- Planning or building permits and a current site plan.
- An engineer’s report for cranes or tower cranes where their design, foundation or operation creates a material exposure.
- Information needed for an insurer-appointed site inspection.
Ask the broker which documents apply before demolition, excavation, underpinning or crane erection begins. A report commissioned after damage occurs cannot establish the original condition reliably.
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If the insured designs, specifies, surveys, certifies, supervises or advises, disclose that role even when the business also performs physical construction. Describe each discipline, the qualifications and experience of the people delivering it, annual fees, the largest project and the services retained or outsourced.
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How to assemble a submission that can be underwritten
- Choose the policy context. Decide whether the request is for annual contractor practice, one project, contractors all risks, professional indemnity or a combination.
- Build a fact sheet. Record legal entities, contacts, locations, trades, project types, territories, dates, values, payroll, receipts and subcontracting spend.
- Create schedules. Prepare a project list, statement of values, equipment schedule, subcontractor list, contract requirements and loss-run summary.
- Gather technical evidence. Add plans, schedules, method statements, permits, geotechnical or engineering reports, protection details and adjacent-property condition records where relevant.
- Explain exceptions. Write a short explanation for new trades, unusually large projects, gaps in insurance, cancelled contracts, significant losses or figures that changed sharply.
- Check consistency. Make sure the project budget, contract value, statement of values, completion date and requested limits agree across every document.
- Confirm unknowns. If a detail is not yet available, say what is missing and when it will be supplied instead of guessing.
- Review the completed form. Ask the broker which questions are mandatory for the selected insurer and whether an inspection or engineering review is required before binding.
“Insurers usually are very reluctant to quote unless they have all the required information and therefore it is very important to provide all the requested information to enable Insurer’s to underwrite and assess the risk.” — Malta Financial Services Authority guidance
Common submission problems and practical fixes
| Problem | Why it matters | Fix |
|---|---|---|
| “General contractor” is the only operations description | It hides trade-specific hazards and makes classification uncertain | Break work into trades, project types, percentages and unusual activities |
| Only the contract price is supplied | Contract price may omit existing structures, temporary works, soft costs or materials already on site | Provide a reconciled statement of values and identify ownership and location |
| Subcontractor certificates are attached without contract details | The insurer cannot assess indemnity, additional-insured or limit requirements | Include the relevant contract clauses, scopes, limits and certificate dates |
| Loss runs contain large claims with no narrative | Underwriters cannot tell whether the cause is recurring or corrected | State cause, final or reserved amount, corrective action and current controls |
| Project dates are optimistic or inconsistent | A longer construction period increases exposure and may create an uninsured gap | Use the current schedule, identify commissioning and occupancy dates, and update changes |
| Neighbouring-property condition is undocumented | Pre-existing damage can be disputed after vibration, settlement or demolition claims | Obtain a dated, photographic condition survey before work starts |
Comparing quotes on the right basis
Price is only one part of the decision. Compare the scope of insured property and liability, exclusions, sublimits, deductibles, warranties, required protective measures, named parties, claims conditions, insurer appetite and the policy period. Check whether the limit responds on a per-occurrence, aggregate or project basis and whether completed-operations cover continues after handover.
For a project policy, reconcile the insured sum with the contract value plus materials, additional work and any existing property that is included. Malta regulator guidance advises checking that relationship and notifying the insurer when the contract sum increases. The treatment of increases, extensions and policy periods is jurisdiction- and wording-specific, so obtain confirmation in writing.
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Notify the broker or insurer before a material change: a new trade, larger contract, changed site, revised completion date, occupied area, different construction method, new subcontractor arrangement or increase in values. Keep updated schedules, certificates, permits and inspection records. A policy arranged on accurate facts can still become unsuitable if the project changes without an endorsement or revised limit.
The most useful submission is not the longest one; it is the one that is specific, internally consistent and candid about uncertainty. Give the insurer enough detail to understand the work, the people, the site, the values and the controls, then verify every requirement against the actual policy form and local rules.
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