Dedicated contract renewal: a prep checklist for carriers
Start before the renewal date. Reread the insurance section, compare each limit and term with your policy, and line up your policy dates with the contract. Confirm your federal filing is active in FMCSA's public system, reissue certificates, and gather loss runs and safety data. Contract terms can change at renewal, but never the federal insurance rules.
- Why timing matters
- Insurance terms to recheck
- Filings and certificates
- Records to gather
- A checklist
- FAQ
Dedicated agreements renew on set cycles. The insurance section is where small changes cause the most trouble later. Here is a plain prep list, with the federal rules that do not change at renewal.
Why timing matters
- New limits or wording may need changes to your policy, and those take time.
- Line up policy and contract dates where you can, so you reissue certificates once.
Insurance terms to recheck
- Limits. The federal floor stays $750,000 for for-hire freight vehicles rated 10,001 pounds or more (49 CFR 387.303T). Shippers often ask for more.
- Additional insured, waiver of subrogation, and primary and noncontributory wording. See insurance terms in dedicated contract carriage.
- Notice of cancellation terms.
- Contract terms can change, but parties cannot waive the registration, insurance or safety fitness rules (49 USC 14101(b)).
Filings and certificates
- Confirm your filing in FMCSA's public Licensing and Insurance system.
- A federal filing stays in effect until 30 days after FMCSA receives a cancellation notice on Form BMC-35 (49 CFR 387.313T(d)).
- Reissue certificates to every holder on the account. See certificates of insurance for mills and plants.
Records to gather
- Loss runs. See trucking loss runs.
- FMCSA safety data. See CSA basics.
- Driver file status and the account's service and claims records.
A checklist
- Put the renewal date and a start date for prep on the calendar.
- Reread the insurance section and list every term.
- Compare the list with your policy and endorsements.
- Confirm your FMCSA filing.
- Gather loss runs and safety data.
- Reissue certificates after any change.
State filings at renewal: dedicated contract carriage state notes for Michigan, Ohio and Indiana.
FAQ
When should a carrier start on a contract renewal?
Well before the renewal date. Changes to limits or wording may need policy changes, and those take time to line up.
Can a renewal change the insurance terms?
Yes. The parties can change contract terms at renewal. They cannot waive the federal rules on registration, insurance or safety fitness (49 USC 14101(b)).
How does a shipper check my federal insurance filing?
Through FMCSA's public Licensing and Insurance system, which shows authority and filings on record.
What happens if my policy is canceled?
A federal filing stays in effect until 30 days after FMCSA receives the cancellation notice on Form BMC-35 (49 CFR 387.313T(d)). Check whether your contract asks for its own notice.
What records help at renewal?
Current loss runs, your FMCSA safety data, driver file status, and on-time and claims records for the account.
Should policy and contract dates match?
It helps. When a policy renews in the middle of a contract term, certificates and terms have to be reissued and rechecked twice.
This guide is general information, not advice on any policy.
Sources
- 49 USC 14101: Providing transportation and service (accessed Oct 29, 2026)
- 49 CFR 387.313T: Forms and procedures (last amended Sep 30, 2019)
- FMCSA: Licensing and Insurance public search (accessed Oct 29, 2026)
- 49 CFR 387.303T: Security for the protection of the public, minimum limits (last amended Sep 30, 2019)