# Insurance Schedule and Renewal Tracker: free UK download

Canonical: https://paddl-ai.co/templates/insurance-renewal-tracker
Last reviewed: 2026-09-11 by the Paddl team

Free insurance schedule tracker for hospitality: every policy, its cover, excess, conditions and renewal date on one page

## In one sentence

The Insurance Schedule and Renewal Tracker is a free PDF for UK food businesses with 3 record sheets: 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. Download it, print it or fill it in, and keep it with your food safety records; Paddl keeps the same records on a phone with timestamps and reminders.

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.

## Why you need it

- 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 is 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

## Record sheets

- **Insurance Schedule**: columns Cover, Compulsory / Contractual / Optional, Insurer, Broker, Policy Number, Cover Limit, Excess, Renewal Date, Lead Time
- **Policy Conditions Checklist**: columns Condition, Policy It Belongs To, Frequency Required, Evidence (certificate / log), Last Evidenced, Next Due, Owner
- **Claims and Incidents Log**: columns Date, What Happened, Policy, Claimed?, Claim Reference, Amount Paid, Outcome / Lessons

## How to use it

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

- 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 the file from https://paddl-ai.co/templates/insurance-renewal-tracker (email required). The Paddl features that keep the same records: https://paddl-ai.co/features/insurance, https://paddl-ai.co/features/documents, https://paddl-ai.co/features/compliance, https://paddl-ai.co/features/legal-guidance, https://paddl-ai.co/features/licences.