CompliancePDF

Insurance Schedule and Renewal Tracker

A free insurance renewal tracker for pubs, restaurants, cafes and hotels: one line per policy with insurer, broker, cover limit, excess, renewal date and lead time, a policy conditions checklist, and a claims log. PDF, ready to print.

Free downloadReady to useUK compliant
Insurance Schedule and Renewal Tracker
PDF
3 record sheets

Insurance is the compliance document nobody reads until the night it matters, and by then the questions are simple and urgent: which policy, what excess, who is the broker, and did we meet the conditions. This free tracker puts every policy a hospitality venue holds on one page with the insurer, the broker, the cover limit, the excess and the renewal date, pre-filled with the covers a venue typically carries. A second sheet lists the policy conditions insurers enforce, so the certificates they will ask for are checked before a claim rather than after. A third logs claims and incidents so the renewal declaration is accurate.

What's in the PDF

1

Insurance Schedule

Pre-filled with the covers a hospitality venue typically holds. Strike what you do not hold and note why. Columns: Cover · Compulsory / Contractual / Optional · Insurer · Broker · Policy Number · Cover Limit · Excess · Renewal Date · Lead Time.

2

Policy Conditions Checklist

The warranties and conditions in the policy wording, and how each is evidenced. Columns: Condition · Policy It Belongs To · Frequency Required · Evidence (certificate / log) · Last Evidenced · Next Due · Owner.

3

Claims and Incidents Log

Columns: Date · What Happened · Policy · Claimed? · Claim Reference · Amount Paid · Outcome / Lessons.

Skip the template

Paddl does this automatically

Instead of filling in paper templates, Paddl generates insurance schedule and renewal trackers automatically with AI - complete with digital signatures, mobile access, automatic reminders, and audit-ready records for EHO inspections.

AI-generatedMobile appEHO-readyAuto reminders
30 days free + 1st month freeStart free with code TOOLSANDTEMPLATES30 days free, then your first month is 100% off. Card required.

Why you need this

Employers' liability is compulsory and lapsing it costs up to £2,500 a day; the renewal date belongs on a tracker, not in an inbox
Leases, tenancies, pavement licences and card processors each require evidence of cover, and the schedule is what you send them
Policy conditions such as the gas certificate, extraction clean and alarm setting are what insurers check when declining a claim
An accurate claims log makes the renewal declaration truthful, and an inaccurate declaration voids the policy

What's included

Insurance schedule pre-filled with the twelve covers a hospitality venue typically holds, with columns for insurer, broker, policy number, cover limit, excess, renewal date and lead time
Policy conditions checklist: the certificates and practices insurers require, with the date each was last evidenced
Claims and incidents log for the renewal declaration
Guidance on which covers are compulsory, contractual and optional

How to use this template

1

Transfer the schedule from your policy documents

For each policy, write the insurer, broker, policy number, cover limit, excess and renewal date. Strike the covers you do not hold and note why.

2

Read the policy conditions and list them

Every policy has warranties: gas certificate, extraction cleaning frequency, alarm set at night, cash limits. Write each one on the conditions sheet with how it is evidenced.

3

Diarise renewals with a 45-day lead time

Brokers need time to remarket a risk. Six weeks before renewal, review the sums insured against this year's costs and declare any changes.

4

Log every incident, claimed or not

Insurers ask about incidents as well as claims. A log of what happened and what you did keeps the declaration accurate.

Tips for getting the most from this template

Keep the employers' liability certificate displayed and a copy with the tracker
Send the schedule to the landlord and the licensing authority when they ask; it is faster than finding each certificate
Photograph the equipment inventory annually and note the date on the tracker for contents claims
Review sums insured after every refit or menu change that adds equipment
Paddl stores the policy schedule and the certificates the insurer requires against the location, with renewal reminders

Download Insurance Schedule and Renewal Tracker

Get your free PDF - enter your email and we'll generate your PDF instantly.

Free download. No spam. Unsubscribe anytime.

Tools & Templates offer

Rather skip the paperwork entirely?

30 days free+1st month free

Paddl does what this PDF does, without the printing: checks fire on their own, records file themselves, and everything stays EHO-ready. Try it free for 30 days, then get your first month at 100% off with the code TOOLSANDTEMPLATES.

Start free with code TOOLSANDTEMPLATES

Card required. Nothing to pay for your first two months. Cancel anytime.

Skip the paperwork entirely

Paddl digitises everything in this template - and more. AI-generated plans, mobile completion, automatic alerts, and audit-ready records. No printing, no filing, no gaps.