Underwriting renewals are one of the most critical steps in the policy lifecycle. They decide if a client stays with you or moves to another insurer or broker.

Brokers play a central role in renewals. They gather data, prepare submissions, and communicate between clients and carriers. Since underwriting renewals can be complex, brokers often make mistakes in an effort to expedite the process and return to the client as soon as possible.

A single mistake can delay the process, frustrate the underwriter, or even result in the loss of the client. In 2025, when competition is more challenging than ever, avoiding these mistakes is critical.

In this blog, we will discuss the seven most common mistakes brokers make with renewals and how to avoid them.

TL;DR (Too Long; Didn’t Read)

• Renewal underwriting occurs when an expiring policy is reviewed to determine whether it should be continued, modified, or terminated.
• Mistakes during renewals can cause delays, errors, and lost clients.
• Common mistakes include late submissions, incomplete data, poor client communication, and ignoring market changes.
• Brokers often overlook underwriter relationships, avoid technology, and treat renewals as routine paperwork.
• Renewals should be used as opportunities to add value, build stronger relationships, and grow accounts.
• Outsourcing insurance companies, like OIP Insurtech, help brokers manage heavy workloads and reduce errors in renewal underwriting. 

What Is Renewal Underwriting?

Renewal underwriting happens when a policy term is about to expire. The underwriter reviews the account and decides whether to retain the client, modify the terms, or decline the risk.

This review involves checking claims history, exposures, inspection reports, audits, risk controls, and current market conditions. Missing or wrong information at this stage can lead to serious mistakes. A client might be underpriced, overpriced, or given terms that don’t match their real risk.

If done right, renewals keep profitable clients, improve pricing, and protect the portfolio. If done wrong, they open the door to losses, compliance issues, and unhappy clients.

1. Submitting Data Too Late

Renewals typically begin 90-120 days before the policy expiration date. It might seem like quite some time, but that time goes fast, and before you know it, you just missed a due date for submitting renewal documents.

One big mistake is sending renewal data at the last minute. When data comes in late, underwriters must rush. Rushing can lead to errors, poor pricing, or even non-renewals.

The broker may blame the carrier, the agent may blame the broker, but in the end, all three companies ultimately lose a client. Good brokers chase data months ahead and follow up every week until they receive the renewal documents. 

Good brokers allow agents and clients sufficient time to prepare the documents, and they also provide underwriters with ample time to review, price, and finalize the terms.

2. Incomplete or Inaccurate Submissions

Another common mistake is sending incomplete files. Missing loss runs, outdated payroll figures, or wrong property values cause delays. A lot can go wrong if data is incomplete, illegible, or inaccurate.

Underwriters can’t give fair terms without complete data. They need to understand the risk clearly.

When brokers cut corners, it hurts the client. Incomplete data often leads to higher rates or coverage restrictions. Accurate, complete submissions enable underwriters to work more efficiently and offer better terms.

3. Poor Communication With Clients

Clients often don’t understand what renewals entail. They see insurance as paperwork, not risk management.

Brokers sometimes fail to explain why updated information is needed or why terms are changing. This leaves clients confused and dissatisfied. 

Clear, simple communication is key. Clients should understand why data is requested, what to expect in terms of pricing, and how renewals protect them. Brokers who guide clients through the process earn trust and loyalty.

4. Failing to Track Market Conditions

At the renewal, the carrier can’t always offer the exact pricing and terms as the previous policy had. Rates change with inflation, reinsurance costs, and loss trends.

A mistake brokers make is ignoring these factors until the last minute. When the client sees a big rate jump without warning, they feel blindsided. Some of them will feel offended and decide to end the contract immediately, just because of a lack of explanation and communication.

Good brokers follow market updates year-round. They prepare clients early if changes are coming. Good preparation builds credibility and reduces the risk of losing a client.

5. Not Managing Underwriter Relationships

Brokers and underwriters need each other. Yet, some brokers treat underwriters as obstacles, rather than partners.

When submissions are sloppy or communication is slow, it frustrates the underwriter. Over time, this damages the relationship.

Strong relationships make renewals smoother. Underwriters are more responsive when they trust the broker’s work. A good reputation can even help secure better terms for clients.

6. Ignoring Technology and Outsourcing Options

Renewals involve vast amounts of data. Many brokers still rely on manual spreadsheets and an endless email chain, which slows everything down and increases errors. In 2025, clients expect speed and accuracy. Brokers who don’t use available tools, such as Bound AI, fall behind.

Some carriers and brokers use automation for basic tasks like data extraction or reminders. Others outsource renewals support to specialized teams. Ignoring these options means wasting time that brokers could spend improving client relations.

7. Treating Renewals as Routine Paperwork

The biggest mistake is taking renewals for granted. Brokers often spend less time on renewals than they do on new businesses, and that’s a common mistake.

A renewal is a chance to deepen client relationships. It’s an opportunity to add new coverages, increase limits, and enhance risk management. Brokers who rush through renewals miss these opportunities.

Smart brokers use renewals to show value. They explain why terms are changing and how clients can lower risk in the future. This approach turns renewals into a growth opportunity, not just a retention exercise.

It could be challenging to balance both new submissions and renewals, which is why it is a good idea to delegate renewals to an outsourcing team. 

OIP Insurtech has certified renewal underwriters ready to handle as much workload as you’d like. Would you like to learn more about our renewal underwriting services? Visit our Expert Underwriting Operations page.

Click here to start your journey with us. 

How Brokers Can Avoid These Mistakes

Avoiding mistakes takes planning and discipline. Here are some simple steps:

• Start the renewal process early.
• Collect complete and accurate data.
• Communicate clearly with clients and underwriters.
• Track market conditions and prepare clients for changes.
• Build strong underwriter relationships.
• Use available technology and outsourcing to manage heavy workloads.
• Treat renewals as a chance to add value, not just paperwork.

The Bottom Line

Renewals are a critical moment for every client. Mistakes in the process can cost trust, revenue, and future growth.

By starting early, improving communication, and using support like outsourcing, brokers can avoid the most common errors.

In 2025, brokers who view renewals as an opportunity rather than a burden will stand out in the market.