Start your insurance file with the notice, the list, the date and the mailing proof. Get your insurer's exact request in writing. Build your file around that request. Save the exact safety-piece version, and note who owns any missing record. Keep any delivery evidence separate from the batch record.
Reviewed Oct 2026
Start with the request in front of you
Do not guess from another company's audit. Ask which period and locations the reviewer wants. Write down who will supply each part of the packet.
Use this as a starting plan you can hand to the office today. Your insurer may ask for different files.
Build a short cover sheet
List the files included and the period each one covers. If a requested record is missing, say so. List who will look for it and when.
Describe postal proof precisely
USPS distinguishes a Certificate of Mailing from delivery services. Use that distinction when you label the file. If your vendor gave you a batch mailing confirmation, call it that.
Keep the reviewer's questions with the packet so your office can see what still needs an answer.
Questions and answers
Does every insurer use the same checklist?
Do not assume one from this page. Request the terms and checklist for your own account.
Should we include the brochure itself?
We recommend saving the exact version with the packet. It lets the reviewer see the words used.
What if a record is missing?
Identify the gap plainly. Ask the reviewer what further evidence to supply and keep a record of that request.
Is an invoice enough for the packet?
Our suggested packet includes the list, copy and mailing evidence as well. Ask your insurer whether those meet its request.
About Bill Stomp
Bill Stomp built Propane Safety Pro. He is a war veteran who ran over 87 propane branch offices across 12 states, and he has helped more than 200 propane companies improve their profits, sales, safety and operations.
For the rest of your file, use our short checklist and sample request. Keep any mailing records with the other files you send your insurer.
Next step
Ask about the Duty to Warn mailing record. Tell us your customer count and the mailing proof your insurer wants; we'll confirm what the service supplies.
General information, not legal advice.