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Vehicle Fleet Insurance Checklist: Here Are the Documents You'll Need for Your Quote

Whether you're requesting a new commercial auto fleet insurance policy or want to compare and optimize existing individual policies with no-claims discounts (SFR), insurers need specific key figures and supporting documentation to prepare a quote.

In this checklist for motor vehicle fleet insurance, you’ll see at a glance which documents are required, where to get them—and how you can completely avoid the time-consuming search by using CONZEPTA’s authorization to obtain information.

 

1. Checklist: Documents for Individual Contracts with SFR

If your vehicles are covered under individual policies, the focus is on vehicle- and policy-specific classifications:

 

Required Documents
Content & Purpose
Where do you get it?
Certificate of Registration, Part I (Vehicle Registration Certificate)
 Detailed vehicle information (HSN/TSN, VIN, date of first registration, owner, engine power) From your company's vehicle fleet records
Latest Premium Statement / Policy
 Previous insurer, policy number, current premium structure, and scope of coverage (e.g., VK or TK, special coverages), policy expiration date Your own insurance documents or from your current insurer
Current SFR Certification
 Proof of the exact no-claims class (SF class) for liability and comprehensive auto insurance Insurer's Most Recent Premium Statement
Driver Group, Mileage, and Other Rate Features
 Information about the youngest/oldest driver, annual mileage, current odometer reading, where the vehicle is parked (e.g., garage, street) Internal Fleet Management / Logbook / Driver Agreements and Insurance Policy
Claims from the current year
Liability or collision damage that occurred during the current year Your Claims Reports / Notification of the Insurer
Current SFR Certification
Proof of your no-claims class for liability and comprehensive coverage—without it, a correct classification is not possible.
Claims in the current year
Any recent liability or comprehensive insurance claims must be disclosed and will directly affect the quote.

2. Checklist: Documents Required for Genuine Fleet Auto Insurance

With true fleet insurance (unit-price model), the focus is on the overall loss ratio and the fleet structure:

 

Required Document
Content & Purpose
Where do you get it?
Vehicle Fleet List (Excel / PDF)
 Official overview from the insurer listing all companies (policyholders, vehicle owners) and vehicles (license plate number, vehicle type, date of first registration, HSN/TSN, engine displacement, type of use for trucks, coverage, etc.) With your current insurer (only the insurer's official documents are relevant); in addition, a comparison should be made with your fleet list (to verify that all vehicles are listed)
Claims history for the past 3–5 years (Renta report) as an Excel or PDF file
 Official overview from the current insurer and the previous insurer of the total number and amounts of claims paid or reserved Written request to the current auto insurance provider and the previous insurer
Individual claims history for the past 3–5 years (ESA report) as an Excel or PDF file
 Official overview from the current insurer and the previous insurer regarding the individual claims (type of claim, cause of the claim, amount of the claim, reserves) Written request to the current auto insurance provider and the previous insurer
Contractual Basis / Framework Agreement
 Overview of Contractual Bases and Coverage – Your Benefit: We’ll work with you to verify that all relevant protections and coverage are in place Written request to your current auto insurance provider
If necessary: Certificates of Registration, Part I
 For the precise assignment of vehicle identification numbers and registration districts Copies/scans of vehicle registration certificates

Vehicle Fleet List

The insurer's official vehicle list serves as the basis for the entire calculation.

Pension & ESA Information

The claims history over the past 3–5 years is the most important metric in any fleet cost analysis.

Review Contract Documents

We'll work with you to determine whether your existing contract includes all relevant coverage.

3. The CONZEPTA’S Express Method: No paperwork thanks to a power of attorney for information

Finding and requesting these documents takes up a lot of time in day-to-day business operations. We'd be happy to take care of this for you!

By granting CONZEPTA’S Assekuranzmakler AG a simple power of attorney to obtain information, you’ll enjoy significant benefits:

  • Faster procurement: We request the complete claims history (Renta) as well as all necessary contract and SFR data directly from the previous insurer via electronic means. You will also receive all documents for your company.
  • Professional processing: If you wish, we can organize your data so that it is ready for submission for a market comparison with leading fleet insurers.
  • No out-of-pocket expenses: All you have to do is sign a short power-of-attorney form—the CONZEPTA’S team will handle all the administrative work for you.
  • Zero risk and maximum transparency: You are simply granting us a power of attorney to obtain information—not a brokerage mandate. All existing management matters will remain unchanged. A brokerage mandate is required only when you entrust the management of your property to us.

 

Save time now & request a quote

Save yourself the hassle of searching through documents. Request our digital authorization form now—it’s easy—and get an unbiased comparison of your fleet:

Request a Power of Attorney Now

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Frequently Asked Questions (FAQ) About Commercial Fleet Auto Insurance

For true fleet insurance, insurers primarily require the fleet list, the claims history (Renta), and the individual claims history (ESA) for the past 3–5 years, as well as the policy documents. For individual policies, SFR documentation and registration certificates are also required. You can find a complete overview in the two checklists above.
The Renta report is your insurer’s official overview of the number and amount of all claims paid and reserved, typically covering the last 3–5 years. It is the key metric for calculating a motor vehicle fleet insurance policy.
Most auto insurance policies expire at the end of the year, and the notice period is usually November 30. If you want to switch providers, you should gather your documents early so you have enough time to compare options, get quotes, and sign a new policy.
With a power of attorney to request information, we are only authorized to request your contract and claims data from your previous insurer—your current account management remains unaffected. Only a brokerage mandate transfers your ongoing account management to CONZEPTA’S.
As a rule of thumb, true fleet insurance becomes worthwhile for fleets of 15 or more vehicles. For smaller fleets—often as few as 3 vehicles—individual policies with SFR are frequently more cost-effective. The key factors are fleet size, claims history, and the group of drivers.
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