Introduction

Office insurance renewals have a habit of sneaking up. One minute you’re focused on projects, people, and cashflow—then suddenly you’ve got a renewal invitation, a deadline, and a list of questions you haven’t looked at since last year.

A well-prepared renewal is usually cheaper, smoother, and less stressful. It also reduces the risk of nasty surprises: underinsurance, exclusions you didn’t notice, or a claim being delayed because information is missing.

This guide walks through a practical, UK-focused checklist to help you renew office insurance with confidence.

1) Start early (ideally 6–8 weeks before renewal)

Leaving renewal until the last week limits your options. Underwriters may need time to review changes, request documents, or refer the risk.

A sensible timeline:

• 6–8 weeks out: gather information, review cover, plan improvements

• 4–6 weeks out: submit updated details to your broker/insurer

• 2–4 weeks out: compare terms, negotiate, confirm any risk improvements

• Final week: confirm cover, pay, issue certificates, brief staff

If your office has any complexity—multiple locations, listed buildings, high-value contents, lots of visitors, or previous claims—earlier is better.

2) Understand what “office insurance” usually includes

“Office insurance” is often a bundle, sometimes called commercial combined or business insurance. It may include:

• Buildings insurance (if you own the premises)

• Contents insurance (furniture, IT equipment, stock, tools kept on site)

• Business interruption (loss of income/gross profit after an insured event)

• Employers’ liability (a legal requirement in most cases)

• Public liability (injury/damage to third parties)

• Professional indemnity (for advice/services businesses)

• Cyber insurance (data breach, ransomware, business interruption)

• Legal expenses (employment disputes, contract issues)

Your renewal prep should focus on what you actually need, what you can remove, and what you should add.

3) Review what changed in the last 12 months

Underwriters price risk based on what you tell them. If your business changed and your policy didn’t, you could be paying for the wrong cover—or worse, be underinsured.

Create a simple “change log” covering:

• Headcount changes (including contractors, temps, apprentices)

• Turnover and payroll (often used to rate liability and interruption)

• New services (e.g., consultancy added, regulated advice, design work)

• New equipment (servers, laptops, specialist kit, high-value items)

• Office layout changes (hot-desking, storage, workshop areas)

• New locations (satellite offices, co-working spaces)

• More visitors (events, training days, client footfall)

• Any incidents (even if you didn’t claim)

Be honest and specific. It’s better to explain a change clearly than to leave an insurer guessing.

4) Check your sums insured (this is where many renewals go wrong)

Underinsurance is one of the most common issues in property claims. If your sums insured are too low, insurers may apply the average clause, reducing the claim payment proportionally.

Buildings sum insured (owners)

For buildings cover, you usually need the rebuild cost, not the market value. Rebuild cost includes:

• demolition and site clearance

• professional fees (architects, surveyors)

• compliance with current building regulations

• materials and labour inflation

If you haven’t reviewed rebuild cost in a few years, consider a professional reinstatement cost assessment.

Contents sum insured

List your office contents realistically:

• desks, chairs, meeting room furniture

• laptops, monitors, phones, printers

• servers, networking kit

• kitchen equipment

• specialist equipment (test kit, cameras, tools)

If you’ve upgraded tech, moved to higher-spec furniture, or added a lot of devices, your contents sum insured may need increasing.

Stock and portable equipment

If you keep stock on site (even samples), confirm it’s included. If staff take laptops off-site, check portable equipment and all risks cover.

Business interruption (BI)

BI is often misunderstood. It’s not just “income cover”—it’s usually based on gross profit (or revenue for some professions) and needs:

• a correct sum insured (or declaration-linked basis)

• the right indemnity period (often 12, 18, or 24 months)

Ask yourself: if the office was unusable after a fire or flood, how long would it take to get back to normal? Many businesses underestimate this.

5) Review policy limits, excesses, and key exclusions

Renewal is the time to read the bits you normally skip.

Limits

Check:

• public liability limit (often £1m–£10m)

• employers’ liability (commonly £10m)

• money cover (in transit/on premises)

• computer breakdown and data restoration limits

• cyber limits (incident response, business interruption)

Excesses

Higher excesses can reduce premium, but only if you can comfortably absorb them. Confirm excesses by section (property, escape of water, theft, accidental damage).

Common exclusions to watch

Depending on insurer and wording:

• unoccupied premises conditions

• wear and tear / gradual deterioration

• poor maintenance / defective workmanship

• certain flood or subsidence restrictions

• cyber exclusions on property policies (and vice versa)

If anything looks unclear, ask for it to be explained in plain English.

6) Gather the documents underwriters actually want

Being organised speeds up quoting and can improve terms.

Useful renewal pack items:

• claims history (last 3–5 years), including “incident only” notes

• building details: construction type, roof type, year built, number of floors

• security details: alarms, locks, CCTV, access control

• fire protections: extinguishers, alarms, servicing records

• electrical inspection: EICR date and outcome

• portable appliance testing (PAT) schedule (where relevant)

• gas safety certificate (if applicable)

• water leak management: stop taps, inspections, any leak detection

• business continuity plan (even a simple one)

• cyber controls: MFA, backups, patching, staff training

If you’re in a leased office, also keep:

• a copy of the lease and any insurance clauses

• details of what the landlord insures vs what you insure

7) Reduce risk before renewal (and tell your insurer)

Small improvements can make a big difference, especially if your sector or postcode is rated as higher risk.

Quick wins:

• Improve physical security: deadlocks, window locks, access control, monitored alarm

• Fire risk management: clear escape routes, tested alarms, extinguisher servicing

• Electrical safety: up-to-date EICR, avoid overloaded extensions

• Housekeeping: reduce clutter, store combustibles safely

• Water damage prevention: inspect pipework, isolate water out of hours, fit leak detectors

• IT security: MFA, strong password policy, endpoint protection, tested backups

If you’ve made improvements since last year, document them. Underwriters like evidence.

8) Check your compliance and legal requirements

Some covers are effectively non-negotiable.

Employers’ liability

If you employ staff (including some casual or temporary workers), you’ll typically need employers’ liability and must display the certificate (often digitally).

Health & safety

A robust approach reduces incidents and supports better underwriting.

Consider:

• fire risk assessment

• workstation assessments (DSE)

• visitor sign-in and contractor controls

• incident reporting process

Professional and regulatory obligations

If you provide advice, design, or professional services, professional indemnity may be required by contract. If you handle personal data, cyber and GDPR processes matter.

9) Think about “hidden” exposures offices often miss

Even low-hazard offices can have meaningful risks.

Common gaps:

• Away from premises cover for laptops and phones

• Home working equipment and liability

• Off-site meetings and client site visits

• Events and training days with higher footfall

• Key person dependency impacting business interruption

• Contractual liabilities (leases, client contracts, SLAs)

• Directors’ and officers’ liability (for limited companies)

If you’re unsure, list where work actually happens—not just where the office is.

10) Prepare answers to typical underwriting questions

Being ready with clear answers avoids delays.

Expect questions like:

• What do you do, in plain terms?

• Any hazardous activities on site (workshops, soldering, storage of flammables)?

• Are there any heat processes (even small ones)?

• Are doors/windows compliant and used properly?

• Is the building ever left unoccupied? For how long?

• Do you have a history of escape of water?

• What cyber controls are in place (MFA, backups, training)?

If you operate from a serviced office or co-working space, clarify what security and fire protections are provided by the building.

11) Compare like-for-like (don’t just chase the cheapest premium)

A cheaper premium can hide:

• lower limits

• higher excesses

• tighter exclusions

• restrictive conditions (e.g., alarm warranties)

• reduced business interruption cover

When comparing quotes, use a simple table:

• insurer

• premium

• key limits

• excesses

• major exclusions/conditions

• any improvements requested

If you’re using a broker, ask them to summarise the differences in plain English.

12) Plan for payment and admin

Renewal admin matters more than people think.

Checklist:

• confirm the start date/time of cover

• ensure finance agreements are understood (if paying monthly)

• update interested parties (landlord, lender, client contracts)

• store policy docs where your team can find them

• diarise mid-term review points (e.g., after hiring or moving office)

13) After renewal: set yourself up for an easier renewal next year

The best renewals are built during the year.

• keep an asset list updated (IT kit, furniture, specialist equipment)

• log incidents and near-misses

• keep certificates and inspection reports in one folder

• review business continuity and cyber controls quarterly

• notify your broker/insurer of material changes as they happen

FAQs: Office insurance renewal

How early should I start my office insurance renewal?

Ideally 6–8 weeks before renewal. Complex risks should start earlier to allow time for underwriting questions and negotiation.

What information do insurers need at renewal?

Typically: business activities, turnover/payroll, claims history, building and security details, sums insured, and any material changes.

What is underinsurance and why does it matter?

Underinsurance is when your sums insured are too low. In a claim, insurers may reduce the payout proportionally under the average clause.

Do I need buildings insurance if I rent an office?

Usually the landlord insures the building, but you may still be responsible for fixtures, improvements, or glass—check your lease.

Should I increase my business interruption indemnity period?

Many businesses benefit from 18–24 months, especially if replacing premises, equipment, or IT systems could take longer than expected.

Does office insurance cover laptops taken home?

Not always. You may need portable equipment or all risks cover. Confirm limits, security requirements, and whether accidental damage is included.

Will improving security reduce my premium?

It can. Demonstrating better locks, alarms, CCTV, access control, and risk management can improve terms and reduce exclusions.

Call to action

If your office insurance renewal is coming up, it’s worth doing a quick review now—before the deadline forces a rushed decision. Gather your key figures, update your sums insured, and make sure your cover matches how your business actually operates.

If you’d like a second pair of eyes on your renewal, speak to a specialist commercial broker who can compare the market and explain the differences in plain English.