# Data hygiene for bulk renewals: a 30-day pre-renewal checklist

The cleanest renewal cycle is the one you start a month early. Here's the schedule, contact, and coverage data we recommend scrubbing before you even pull rates.

The Portiqo Team Mar 6, 2026 6 min read

The single biggest predictor of a smooth renewal isn't the carrier, the rates, or the relationship. It's the state of your data on day -30.

> “The cleanest renewal cycle is the one you start a month early.”

Here's the checklist we recommend running 30 days before any major master-policy renewal.

## Schedule data

Reconcile the current schedule against the client's most recent rent roll. Flag any properties on one and not the other. Get a written confirmation from the PM on which version is correct. This is the single highest-leverage step in the entire process — every error you find here saves you hours later.  
Confirm TIVs against current construction cost data. If anything hasn't been updated in 18+ months, flag it for review.  
Verify occupancy classifications. A walk-through with the PM (or even Google Street View) will surface a surprising number of changes.

## Contact data

Confirm primary and secondary contacts at the PM and the named insured. People change roles. Renewal documents going to a former AM's inbox is a common cause of last-minute scrambles.  
Verify lender contacts for every mortgaged property. Lender servicing portfolios change hands constantly, and the contact you used last year may no longer be correct.

## Coverage data

Pull every endorsement issued in the policy term and confirm it was correctly applied to the schedule. This is where most coverage errors live.  
Confirm any lender-required coverages or endorsement language. Loan modifications during the term sometimes change the requirements without anyone telling the broker.

### The 30-day pre-flight

- Reconcile schedule against the latest rent roll
- Refresh TIVs older than 18 months
- Re-verify occupancy classifications property-by-property
- Confirm PM and named-insured contacts
- Re-verify lender contacts on every mortgaged property
- Audit every in-term endorsement against the schedule
- Confirm lender-required coverages still match the loan docs

## What this gets you

An agency that does this 30-day pre-flight ships clean files to carriers, gets faster turnaround on rates, and almost never gets a surprise at audit. The work isn't glamorous, but it compounds — every renewal cycle gets smoother because the underlying data gets cleaner.