Do we have to send MVRs, or will the insurance company pull them?

Most insurance companies run their own, but sending a current driver list with license numbers and states is what lets them do it. Running your own first shows you which drivers will raise questions, so you can answer them in the submission instead of after the quote.

What if our records are incomplete?

Send what you have and say what is missing and when it will arrive. A gap explained up front reads very differently from one an underwriter discovers. Prior loss runs are the most common gap, and we request them for you with your signed authorization.

Can I use ChatGPT to prepare the submission?

Yes, for organizing it. Give an assistant this list and your own records and it can build the driver list and equipment schedule in a clean format. Check every VIN and license number against the source, because an underwriter prices what is written, and send the result to us through the quote form.

A dispatcher assembling a carrier setup packet at a desk with a signed agreement and a certificate in his hands, a lit terminal yard beyond the window

What does a trucking fleet need to send for an insurance quote?

Current loss runs for three to five years on every line, a driver list with license details and current motor vehicle records, an equipment schedule with VINs and stated values, mileage by state from IFTA records, revenue and commodity mix, the current policy paperwork, and the written safety program. A short narrative explaining the fleet, any large claims and what changed since is the piece most fleets leave out.

Call/Text(626) 344-2158

/ Start here

Tell us the situation.

One licensed human replies the same business day — not five agents, not an auto-responder. If the policy you have is already the right one, we will tell you.

We use this to quote and service your insurance, and we do not sell it or pass it to lead networks. Privacy policy.

Large fleets. Lori takes on only a few large fleets at a time, so each one gets a full renewal: the submission built properly and shopped with every insurance company that fits. Two openings remain for the rest of 2026.

/ Who handles this

Lori Adams, TRS

Commercial Trucking Insurance Advisor

Twenty-five years in trucking insurance. Knows the filings, the radius rules and the carriers that will actually take the risk.

Transportation Risk Specialist (TRS)

/ Don’t want to read all this?

Send us what you have. We’ll tell you if it’s right.

Your current policy paperwork, a renewal notice, or nothing at all. A licensed agent reads it and replies the same business day.

Have it reviewed Call/Text(626) 344-2158

/ Before you apply

The fleet submission, in the order we build it

Loss runs: three to five years, every line and every prior insurance company, valued within the last 90 days.
Driver list: name, date of birth, license number and state, hire date, years driving the class of truck, and a current motor vehicle record for each.
Equipment schedule: VIN, year, make, type, stated value, garaging address and any lienholder for every tractor and trailer.
Mileage: the last four quarters of IFTA miles by state, plus total miles for each of the last three years.
Operations: revenue by year, commodities with their share of loads, radius split, and whether the fleet uses owner-operators or brokers loads.
Current policies: the policy paperwork for each line, so limits, deductibles and endorsements can be matched or improved.
Safety program: hiring criteria, MVR review practice, training, camera and telematics use, maintenance and accident review.
Contracts: any shipper or broker agreement that sets limits, additional insured terms or waivers.
Narrative: one page on the fleet, each large or open claim, and what has changed since.
Financials: only where a deductible program, retention or captive is on the table, because collateral is sized from them.

The detail

At least once every 12 months a motor carrier must obtain each driver’s motor vehicle record from every state that licensed the driver, review it to decide whether the driver meets minimum requirements for safe driving, and keep the record and a dated note of the review in the driver qualification file.
49 CFR 391.25, annual inquiry and review of driving record
Each motor carrier must keep a qualification file for each driver it employs, including the application for employment, the motor vehicle records and annual reviews, the road test or equivalent, and the medical examiner’s certificate.
49 CFR 391.51, general requirements for driver qualification files
Under the International Fuel Tax Agreement a licensed carrier files a quarterly fuel tax return reporting the miles traveled and fuel purchased in each member jurisdiction.
International Fuel Tax Agreement, Articles of Agreement

What this means for you

Complete beats fast. A submission missing the driver list or a year of loss runs waits in a queue until it is complete, and the clock keeps running.
IFTA miles end the argument about radius. Mileage by state from your quarterly returns is a number the underwriter trusts, where an estimated radius invites a cautious one.
Say what the loss runs cannot. A loss run lists claims; it does not say the driver involved left, or that cameras went in afterward. One paragraph per large claim changes how it reads.
Send the documents, not a summary of them. A written hiring standard, an MVR review log and a maintenance policy count for more than a sentence saying they exist.

Need this handled?

Reading about it and having it handled are different jobs, and the second one is ours. We place the accounts other brokers decline — claims history, a cancellation, an unusual operation, a business nobody wants to underwrite twice — and we will tell you when the policy you already have is the right one. Tell us the situation and a licensed human replies the same business day.

Lori takes on only a few large fleets at a time, so each one gets a full renewal: the submission built properly and shopped with every insurance company that fits. Two openings remain for the rest of 2026.