Use this checklist for each HGV fleet quotation. Record the broker or insurer, quotation date, cover period and the version of the vehicle and driver schedules supplied. A price comparison is only useful when each firm has the same facts.
Vehicles and permitted use
- Which registrations, weights, body types and equipment appear on the schedule?
- Are hired vehicles and trailers included, and on what basis?
- Does the use cover the actual contracts, loads, loading work and overseas journeys?
- How must additions, disposals or changes of use be reported?
Drivers and restrictions
- Named drivers or a wider driver group?
- Minimum age, licence category and experience?
- Agency, relief, occasional and temporary drivers?
- Additional excesses or referral requirements for particular drivers?
Cover and excesses
Record the cover level and each excess separately: accidental damage, theft, windscreen and any driver-related excess. Ask whether excesses are combined for a single event. Compare limits and endorsements as well as the headline description “comprehensive”.
Separate and optional sections
- Goods in transit: goods, values, limits, exclusions and claims evidence.
- Trailers: ownership, hire, attachment, storage, theft and damage.
- Breakdown and recovery: vehicle limits, territory and recovery arrangements.
- Liability: business activities covered and the separate wording.
- Replacement vehicles or loss of use: availability, duration, limits and exclusions.
Cost and administration
Write down the premium, fees, taxes shown, total instalment cost and charges for changes or cancellation. Ask how refunds work and whether a separate finance agreement applies. A higher excess may alter the premium but also changes what the business pays towards a claim.
Claims and vehicle downtime
Ask who to contact, how soon incidents must be reported, what evidence is required and how repairs or recovery are authorised. Check whether any replacement vehicle is suitable for the work. Do not infer a response deadline or compensation for lost contracts unless the documents expressly provide it.
A simple comparison record
- Quote reference and firm: ______
- Fleet schedule version and dates: ______
- Driver permissions and restrictions: ______
- Cover, limits and separate sections: ______
- Excesses and material exclusions: ______
- Total cost, fees and payment terms: ______
- Claims contact and reporting requirements: ______
- Questions outstanding and written answers: ______
Before accepting
Resolve missing or conflicting answers with the broker. Check the final schedule and endorsements match what was agreed, and obtain confirmation of when cover begins. A quotation is not confirmation that insurance is in force.
Related guides
The main fleet guide explains policy structure and the enquiry. The renewal planning guide covers updating the fleet and arranging the change between policies.