For a group insurance quote, insurers need surprisingly little data – but that little should be in order. This list contains exactly what is worth preparing before we request offers: at most companies all of it comes out of an existing payroll or HR report in a few minutes.
The list – prepare these
- ☐ Headcount: how many people the cover would apply to – if there is uncertainty (for example growth), give a range.
- ☐ Age profile, without names: the insured group's age distribution (for example in 5-year bands: how many people aged 25–29, 30–34, and so on) – headcount and the age profile are the two data points a quote's premium depends on most.
- ☐ Job list: what job types exist and in roughly what split (office, physical, machine operator, driver…) – needed for the risk classification.
- ☐ Sites: where the team works, and whether there is regular work abroad or postings.
- ☐ Desired covers: the ranking of priorities – life, accident, fixed-sum health elements – even just as a direction.
- ☐ Budget band: the lower and upper limit of the affordable annual cost; a good starting point for shaping it is the budget planning checklist.
- ☐ Target start date: from when the cover would run – aligned to a renewal date, the business year or an internal announcement.
A note on format: a spreadsheet, a list or even a bulleted email all work – what counts is the content, not the packaging. And it is no problem if an item is missing or is just an estimate: the quote request can still start, and we refine it along the way. The goal is not a perfect data sheet but offers from insurers that can actually be compared.
GDPR: what is explicitly NOT needed?
For the quote request, no names, identifiers or health data are needed – an anonymised, aggregated structure is enough. That is not just convenient; from a data protection standpoint it is also the correct route: personal data changes hands only when the contract starts, and even then only the necessary set. The insured person's consent declaration is a basic requirement of group personal insurance; where a product also asks for a health declaration, that likewise goes directly to the insurer – the employer learns no health data. And in a group contract, individual underwriting is typically waived up to a defined sum limit.
What happens with the data – and what is the next step?
From the data received I put together a quote request with identical criteria and obtain competing offers from several insurers – the steps are shown on the How it works page, and the question logic in the needs assessment step by step article. The comparison arrives in one table: premium, benefits, waiting periods, administration. I assess the needs and lay out the options – the decision is yours; the advice is free of charge, and the intermediary's remuneration is paid by the insurer. The practical templates are also collected on the Resources page.
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