Getting a propane account quoted fast comes down to one thing: a clean submission. Underwriters can only move as quickly as the information in front of them, and a few common gaps are responsible for most of the back-and-forth that delays turnaround.
Here are the five mistakes we see most often, and how to avoid them.
1. Missing or Incomplete Loss Runs
Loss runs are one of the first things underwriters review, and incomplete history is one of the biggest reasons a submission stalls. To avoid a follow-up request:
- Provide at least 3-5 years of loss runs, even if the account is claim-free
- Include runs from all prior carriers if there’s been carrier movement
- Confirm the runs are current (within 90 days) rather than pulled from a prior renewal
If loss history is thin or unavailable, a brief note explaining why (new venture, recent acquisition, etc.) helps the underwriter move forward instead of pausing to ask.
2. Incomplete MVR or Driver Lists
For any account running bobtails or delivery vehicles, driver information is a core part of the risk picture. Submissions often come in with a partial list or missing details like:
- Full driver names and license numbers
- Years of experience and driver tenure
- MVR results, not just a driver count
A complete driver list up front avoids a second request and gives underwriting a clearer read on route density and overall fleet risk.
3. Unclear Incidental Fuel Percentages
Many propane distributors also handle a small amount of fuel oil or kerosene, and that’s fine within limits. But “we do a little bit of other fuels” isn’t specific enough for underwriting to act on.
Incidental fuel is only eligible when it’s 15% or less of total operations. When submitting, include the actual percentage breakdown of the account’s business, not just a general description. A specific number moves the file forward. A vague estimate creates a follow-up.
4. Skipping Sections of the Supplemental Application
The NIP supplemental application is built to capture the details that matter most for propane risk, and blank or skipped sections almost always generate additional questions. This is especially true for checklist-style sections covering equipment, storage, and operational specifics.
Before submitting, do a quick pass to confirm every applicable section is filled in, even if the answer is “none” or “not applicable.” A completed application, even a lengthy one, moves faster than a partial one.
5. Submitting Accounts Without Flagging Mixed Operations
Not every account needs to be a perfect fit before it’s submitted, but underwriting needs to know upfront if an account includes anything outside a pure propane operation. Accounts involving other fuels, gases, or products should be flagged in the submission notes with a clear percentage breakdown, not left for the underwriter to uncover mid-review.
Flagging this early doesn’t hurt your odds. It just means the file gets an accurate read the first time instead of a delayed one.
The Bottom Line
None of these fixes require extra work, just a bit more detail up front. A submission with current loss runs, a complete driver list, clear fuel percentages, a fully filled-out application, and upfront notes on any mixed operations is the fastest path to a quote.
That’s the kind of submission PropanePro is built to move quickly. As a program built exclusively for retail propane distributors and retailers, with all-lines coverage on single carrier paper, we’ve streamlined the process on our end so that a clean submission from you turns into a fast, competitive quote from us.
If you’ve got a propane account ready to go, send it our way. We’re binding a high percentage of qualified accounts, and a well-documented submission is the quickest way to see what PropanePro can do.
Contact us today: www.nipgroup.com/propanepro
