The documentation packet your agent wants 6-8 months before renewal — ready to hand over.
Insurance agents are on record (LP Gas magazine, Sept. 11, 2026) telling propane dealers to start their renewal file six to eight months out — and the first thing they ask for is your written safety program.
If your last renewal meant scrambling for old paperwork the week before the deadline, this kit organizes your safety manuals, inspection records, and training documentation the way an underwriter actually reads them.
This is a packaging service. It pulls together what you already have (or already bought from us) into the file your agent asks for. It is not a substitute for the manuals themselves.
Ask for the intake form Or call 610-228-0887 and ask for Bill.
What goes in the kit
1. Your written safety program. Policies & Procedures, the DOT Hazmat Security Plan, and whatever else in your file is current — pulled together as one packet, not scattered PDFs.
2. Inspection and maintenance records. The O&M schedule, cylinder requalification dates, cathodic protection checks — organized by date so an underwriter can see the pattern, not just one binder.
3. Training documentation. CETP/PEP certificates and driver training records, with the dates that go with them — the file a DOT investigator or an insurance auditor asks for first.
4. A cover summary. One page up front: what is in the packet and where to look for anything specific. Built so your agent's first call is answered by the packet, not by you digging through a filing cabinet.
One packet, built from what you have. We tell you in writing if something in your file is missing or out of date before it becomes your agent's problem.
Why 6-8 months, not 6-8 days
Underwriters price risk off paper, not off a phone call. An agent who gets your file six to eight months ahead can shop your renewal, flag a gap while there is time to fix it, and make the case for a better rate. An agent who gets it the week before renewal can only react to whatever the incumbent carrier quotes.
That timeline only works if the file exists before the agent asks for it. This kit is built so it does.
What this is not
This kit does not write your safety manuals for you — that is the Policies & Procedures, DOT Hazmat Security Plan, SDS/HazCom, and other manuals on this site, each its own product.
It also does not negotiate your policy or replace your agent. It puts the file in front of them the way they asked for it, six to eight months ahead, instead of you assembling it under deadline pressure.
How this actually goes
- You send what you have. Current manuals, inspection logs, training certificates — whatever is on file today, in whatever shape it is in.
- We tell you what is missing. In writing, before your agent asks. Sometimes that means a quick manual update; sometimes the file is already close to complete.
- We build the packet. Organized, dated, with the cover summary on top. Built within a week of receiving your file.
- You hand it to your agent. Six to eight months before renewal, the way they asked for it.
That is the whole job on your side. Send what you have; we organize it.
Straight answers
Do you write the manuals too?
If you need them, yes — as separate products. This kit organizes what exists into the file your agent wants; it does not replace writing a missing Policies & Procedures manual or security plan.
What if my file has real gaps?
We tell you in writing, before your agent asks. You decide whether to close the gap now or hand over what you have and note the rest is in progress.
How is this different from emailing my agent some PDFs?
Organization and completeness. Agents read a lot of these files. One built the way underwriters expect reads differently than a folder of scattered attachments.
How fast?
Built within a week of receiving your file.
What does it cost?
Depends on what you send and how much organizing it needs. Call and we will tell you straight. 610-228-0887.
Who builds it
Bill Stomp started running one propane location and eventually ran 87 branch offices across 12 states over a 25+ year career, combat veteran. He has since helped 200+ fuel companies.
He did not consult on propane. He ran it. He has signed the payroll, worked the winter, and stood in the room when a state inspector asked for paper nobody could find.
We do not sell to homeowners. We sell to the people who run the trucks.
Propane Safety Pro is the safety side of Tank Spotter — same team, same phone, same people. Operators know us both ways:
"You and your team have been absolutely amazing. I have recommended tank spotter to many propane companies across Illinois."
— Dominic Gulli, K.E.P. Propane and Equipment
Insurance professionals at Aegis, Nationwide, and eMaxx Assurance Group have recommended Propane Safety Pro to propane operators they work with.
Send us your file, however messy it is.
Tell us what you have. We will tell you what is missing, what we would organize, and what it takes on your end. If it is not a fit, we will say so.
Ask for the intake form — one form, about an hour
Or call 610-228-0887 and ask for Bill.
Propane Safety Pro · Digital Software Services, LLC · 112 Holby Lane, Pottstown, PA 19465