How to use it
Work through the list before renewal
Check off what you have, identify missing records, and note any recent operational changes. Not every carrier will request every item, but having the information ready can make the process more efficient.
Prepared from merimack.com • Review requirements with a licensed agent and the applicable regulatory authorities.
1. Business profile
Identify who operates each location
- Legal entity name, DBA, and federal tax identification number
- Ownership percentages and relevant operating or property-owning entities
- Physical and mailing address for every location
- Years in business and years under current ownership
- Hours of operation and whether the site operates overnight
- Employee count, annual payroll, job duties, and use of independent contractors
- Property ownership or lease status, plus current lease and insurance requirements
- Franchise, fuel-supply, management, lender, and landlord agreements
- Contact information for the person who handles insurance, tanks, and safety records
2. Sales and operations
Break out what the business actually does
- Annual gross sales for each location
- Annual gallons of fuel sold by product
- Convenience-store and grocery sales
- Prepared food, deli, restaurant, or seating
- Alcohol sales and percentage of revenue
- Tobacco or vape sales
- Lottery, money orders, check cashing, or ATM
- Propane exchange or other outdoor products
- Automatic, tunnel, self-service, or hand car wash
- Auto repair, detailing, towing, or customer vehicle custody
- Fuel delivery, owned vehicles, hired autos, or non-owned autos
- Any new operation planned during the policy term
3. Property
Use current, defensible values
- Year built, square footage, number of stories, and construction type
- Roof type, age, condition, and date of replacement or major repair
- Dates and descriptions of electrical, plumbing, HVAC, and fire-system updates
- Building replacement-cost estimate or leasehold-improvement value
- Canopies, pumps, dispensers, signs, lighting, fencing, and outdoor property
- Store fixtures, refrigeration, freezers, food equipment, and inventory values
- Point-of-sale, networking, cameras, alarms, safes, and other technology
- Car-wash structure, machinery, controls, water treatment, vacuums, and signs
- Backup power, surge protection, flood protection, or other resilience measures
- Mortgagee, lender, landlord, and equipment-finance interests
4. Tanks and environmental records
Build a complete schedule for every tank system
Confirm federal, state, tribal, and local requirements with the applicable implementing agencies. This checklist is not a compliance determination.
- Tank identification, location, ownership, installation date, and status
- Capacity, product stored, manufacturer, and tank construction
- Piping construction, installation date, and leak-detection method
- Secondary containment and interstitial monitoring details
- Spill-prevention and overfill-prevention equipment
- Corrosion-protection type, testing, inspection, and repair records
- Release-detection method, monitoring results, alarms, and annual tests
- Walkthrough inspection records and operator training documentation
- Registrations, permits, compliance inspections, and agency correspondence
- Prior suspected or confirmed releases and corrective-action records
- Environmental site assessments, soil or groundwater reports, and closure records
- Current UST financial-responsibility mechanism and evidence of coverage
- Above-ground oil storage inventory and any SPCC analysis or plan
- Plans to install, remove, close, replace, or upgrade tanks or piping
EPA resource: The EPA provides practical materials covering UST release prevention, detection, inspections, testing, operator training, financial responsibility, repairs, and closure. Visit Resources for UST Owners and Operators.
5. Safety and security
Document how the location prevents and responds to loss
- Exterior, pump, parking-lot, entrance, and store lighting
- Camera locations, retention period, remote access, and maintenance
- Intrusion, hold-up, fire, smoke, and monitoring systems
- Drop safe, cash limits, bank deposits, and opening or closing procedures
- Floor, parking-lot, pump-island, and restroom inspection procedures
- Snow, ice, storm, freeze, and emergency-weather procedures
- Fire extinguishers, suppression systems, emergency shutoffs, and inspections
- Spill kits, response plan, emergency contacts, and employee training
- Food-temperature logs, cleaning, pest control, and recall procedures
- Alcohol and tobacco age-verification procedures
- Cybersecurity, multifactor authentication, backups, and vendor access
- Incident reports, claim reporting, evidence preservation, and management review
6. Insurance and loss history
Gather the current program before comparing it
- Current policy declarations, forms, endorsements, and location schedules
- Building, business personal property, equipment, inventory, and income limits
- General liability, pollution, cyber, crime, workers’ compensation, auto, and umbrella policies
- Tank schedule, pollution retroactive date, limits, deductible, and reporting terms
- Deductibles for property, wind, hail, named storm, water, equipment, crime, and pollution
- Certificates, additional insureds, waivers, and contractual requirements
- Current premiums and policy renewal dates
- Carrier-generated loss runs for each policy and requested historical period
- Details of open claims and corrective action taken after closed claims
- Nonrenewal, cancellation, declination, or coverage restriction notices
7. Questions for the agent
Use the review to identify gaps—not only a premium
- Are every entity, location, building, tank, sign, canopy, and major equipment item scheduled correctly?
- Which valuation method applies, and are there coinsurance or margin clauses?
- How are wind, hail, flood, water, named storm, and utility interruption treated?
- What business-income limits, waiting periods, and restoration periods apply?
- What cleanup, corrective action, third-party, and defense protection does the pollution policy provide?
- What is the pollution retroactive date, and what reporting deadlines apply?
- Are car-wash vehicle damage, garagekeepers, machinery, and wash income addressed?
- Are crime, employee dishonesty, cyber, payment-card, and funds-transfer exposures included?
- Which exclusions or sublimits are materially different from the current policy?
- What risk improvements could affect eligibility or future pricing?
Before choosing a quote
Compare the same risk on the same basis
Confirm that each option uses the same entities, locations, operations, values, limits, tank schedule, retroactive dates, deductibles, and requested endorsements. If the inputs differ, the premiums are not an apples-to-apples comparison.
This checklist provides general insurance and preparation information. It is not legal, environmental, engineering, tax, or regulatory advice, and it does not replace policy review by a licensed insurance professional.
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