What Documents Do You Need to Get Workers' Comp Coverage?

Getting workers' compensation coverage in place does not have to be complicated, but it does go much more smoothly when you are prepared. The more information you have ready at the start of the process, the faster an agent can quote your business and help you get covered.

If you are a Florida business owner or contractor looking to get a workers' comp quote, here is a clear checklist of the information and documents you should gather ahead of time. Having these ready will save you time, avoid delays, and help you lock in accurate pricing from the start.

Basic Business Information

Before an agent can quote your business, they need a clear picture of who you are and how your company is set up. Having these basics ready is the first step:

• Legal business name and DBA. Exactly as it appears on your state registration, along with any "doing business as" name you use publicly.
• Federal Employer Identification Number (FEIN). Almost every workers' comp application in Florida requires an active EIN.
• Business structure. Whether you operate as a sole proprietorship, LLC, corporation, or partnership. This affects how the policy is structured and whether exemptions apply.
• Florida entity information. Your SunBiz registration details if your business is registered in the state.
• Business address and mailing address. Where the business is located and where you receive mail for official documents.
• Phone number and primary contact information. Who the agent and carrier should reach out to with questions.
• Date the business started operating. Some carriers factor this into the underwriting decision.

Number of Employees

One of the first questions an agent will ask is how many employees your business has. This matters because:

• Florida requires construction businesses to carry workers' comp if they have one or more employees.
• Non-construction businesses typically need coverage at four or more employees.
• The number of employees directly affects your premium calculation.

Be ready to share how many employees you currently have, how many you expect to have over the next 12 months, and whether you plan to hire soon. Accurate employee counts help the agent build a policy that fits your actual operation.

W2 vs 1099 Setup

It is also important to explain how your workers are paid. Florida and the insurance carriers treat W2 employees and 1099 contractors differently, and mixing them up can lead to compliance issues or surprise charges at audit time.

• W2 employees are direct employees of your business. Their wages are typically included in your workers' comp calculation.
• 1099 independent contractors may or may not be included depending on the nature of the work, the control you have over them, and whether they carry their own workers' comp coverage.

If you use subcontractors, your agent will also want to know whether those subcontractors carry their own workers' compensation coverage or valid exemptions. Any uninsured subcontractors may need to be included in your payroll for workers' comp purposes.

Estimated Annual Payroll

Your workers' comp premium is heavily based on your payroll. The more accurate your payroll estimate, the more accurate your quote will be. You should be prepared to provide:

• Total estimated annual payroll for all employees combined.
• Breakdown by job role if possible. Field workers, office staff, and supervisors may be classified differently and carry different rates.
• Owner or officer wages if the owner is actively working in the business.

If you are not sure of exact numbers, reasonable estimates based on your payroll records or past tax filings are usually acceptable. Just keep in mind that your policy will be audited at the end of the term, and your premium may be adjusted based on the actual payroll you paid during the year.

Type of Work Performed

Workers' comp rates are based on class codes, which reflect the type of work your employees actually do. A framing contractor and a handyman carry different risk levels, which means different rates. To classify your business correctly, an agent needs to understand:

• The specific type of work your business performs day to day.
• Whether you work in residential, commercial, or both.
• What percentage of your work involves different activities (for example, 70 percent framing and 30 percent finishing).
• Whether your employees do any work at heights, in confined spaces, or with specialized equipment.

Being specific and honest about the work you perform protects you from misclassification issues at audit time and helps you get a more accurate quote up front.

Prior Coverage History

If your business has had workers' comp coverage in the past, be ready to share the details. This includes:

• Carrier name and the states where you were covered.
• Policy numbers and the dates the coverage was active.
• Reason the policy ended. Whether it was cancelled, non-renewed, expired, or switched to another carrier.

This information helps new carriers understand your coverage history and makes it easier to quote your business quickly.

Claims History

Carriers also want to know about any past workers' comp claims your business has had. A clean claims history can help lower your rate, while a history of claims may affect how carriers view your business. Be prepared to share:

• Whether your business has had any workers' comp claims in the last three to five years.
• The nature of those claims if any.
• Whether the claims were resolved, still open, or resulted in litigation.

Being transparent about your claims history is important. Carriers have access to industry databases, so it is always better to share the details upfront than to have a claim turn up later in underwriting.

Loss Runs from Prior Coverage

If your business has carried a workers' comp policy at any point in the last three to five years, you will likely be asked to provide loss runs. A loss run is an official report from your previous carrier that documents your claims activity during a specific period.

Loss runs are important because:

• They give new carriers a verified picture of your claims history.
• They help determine your experience modification rate, which can raise or lower your premium.
• Many carriers simply will not issue a policy without them if you had prior coverage.

You can request loss runs directly from your previous carrier, your former agent, or through your online policy portal if available. If you are not sure where to start, a knowledgeable agent can help you track them down.

Putting It All Together

Getting workers' comp coverage in Florida does not have to feel overwhelming. When you walk into the process with the right information ready, you make it much easier for an agent to get you quoted quickly and accurately.

Here is a quick summary of what to have on hand:

• Basic business information including legal name, EIN, structure, and contact details
• Current and projected employee counts
• W2 and 1099 setup details, including any subcontractor information
• Estimated annual payroll broken down by role when possible
• A clear description of the work your business performs
• Prior coverage history including carrier names and dates
• Claims history from the last three to five years
• Loss runs if you had coverage during that period

Having these items ready puts you in a strong position to get quoted faster, compare your options clearly, and secure the right coverage for your business without unnecessary back and forth.