The short answer
For each policy, distinguish between the contract expiry date, the notice period to observe and the applicable requirements for sending and receiving notice. Schedule the review before the deadline, then record the decision and retain the necessary supporting documents.
Why use a calendar rather than a list of dates
Imagine an SME that waits for the renewal invoice before rereading its policy: depending on the contract, the opportunity to terminate at that renewal date may already have passed. This hypothetical scenario illustrates the value of planning ahead, without assuming that every business is in the same position.
The expiry date marks the end of the contractual period. The notice period determines how far in advance of that date action must be taken. The form of the notice and its receipt are a third point to check: these dates are not interchangeable.
Building your calendar
- Gather the policies, endorsements and terms applicable to each period.
- Record each contract's duration, expiry date, renewal provisions and notice period.
- Check the applicable legal framework, permitted form, recipient and how to meet and prove the required receipt conditions.
- Allow time to request quotations and confirm continuity of cover.
- Identify who prepares the review and who makes the decision.
Preparing the decision
- Describe changes in staffing, activities, vehicles or premises.
- Gather the claims history and outstanding questions.
- Compare cover, exclusions and excesses, not just the premium.
- Do not infer an automatic right to terminate from a change in activities or premium, a claim or a sale: examine the law, the contract and the circumstances.
Decide, then keep a record
Also retain a record of a decision to renew, together with the reasons. If you terminate, check the applicable form and procedural requirements, retain the necessary evidence of receipt and request confirmation. Do not assume that the postmark is sufficient without checking these requirements.
The Insurance Contract Act (VVG/LCA) is a reference for private insurance, but it does not provide a single calendar for every business. Social insurance arrangements for accident insurance (UVG/LAA) and occupational pensions (BVG/LPP), and certain business situations, require a specific examination.
An example of terms, not a universal model
AXA's general terms and conditions (GTC) for sickness daily allowance insurance, edition 01.2024, address matters including duration, termination of the contract and adjustments in sections A3/A4/A7. They illustrate the clauses to look for in your own policy, without recommending this insurer or extending the example to other classes of insurance.