Client Service

Already insured with us and need something handled? This page is for you rather than for people shopping. Below is what to send, where to send it, and what happens next for the requests we get most often.

Call or text 847.242.1040, email hello@longmeadow.agency, or book a time if it needs a conversation.

Policy Changes

Most changes can be made the same business day, though a few need underwriting review before they take effect. Tell us as soon as the change happens rather than at renewal, because coverage generally follows the date we are notified rather than the date the circumstance changed.

• Adding or removing a vehicle. Send the VIN, the year, make and model, whether it is financed or leased, and the lienholder’s name and address. Newly acquired vehicles carry automatic coverage for a limited window that is shorter than most people expect, so call the day it is in the driveway.
• Adding a driver. Full name, date of birth, license number and state. For a new teen driver, tell us which car they will primarily use.
• Moving. The new address, the closing or lease date, and whether you are keeping the old property. Moving changes rating on both home and auto.
• Renovations or a new roof. What was done, when it was finished, and what it cost. Both may change your dwelling limit, and a new roof frequently earns a credit.
• Changing limits or deductibles. Tell us what you are trying to accomplish rather than the specific number, and we will show you the tradeoff before anything changes.
• Adding jewelry or other valuables. An appraisal or receipt. See valuables insurance.

Documents and Proof of Insurance

Tell us who needs it and what they asked for, and send the request itself if you have it in writing. The wording matters, because a lender, a landlord and a general contractor are each asking for something different.

• Auto ID cards. Most carriers also make these available instantly in their own app.
• Evidence of property insurance for a mortgage lender at closing or refinance. Send the lender’s name, loan number and mailing instructions.
• Certificates of insurance for a commercial client, landlord or general contractor. Send the contract page that states the insurance requirement so the certificate matches what was asked for.
• Declarations pages for your own records, an attorney, or another agent.
• Loss runs showing your claim history, which underwriters ask for when marketing a commercial account.

Billing and Payments

Nearly all of our carriers bill you directly, so payments, autopay enrollment and payment plan changes are handled through the carrier rather than through us. If you are not sure who your carrier is or how to reach them, call us and we will point you to the right place.

Two situations are worth calling us about rather than handling alone. If you receive a cancellation or non-renewal notice, contact us immediately rather than waiting, because the window to correct a missed payment or respond to an underwriting condition is short. And if a bill is dramatically different from what you expected, let us look at it before you pay it, since a large change usually means something on the policy changed.

You are welcome to drop a payment or paperwork at any of our offices during business hours. Our offices and service areas page lists all eight.

Reporting a Claim

If someone is hurt or property is unsafe, handle that first. Call emergency services, and take reasonable steps to prevent further damage, such as shutting off water or covering an opening. Policies expect you to mitigate, and those costs are commonly covered.

Then report it. You can call us and we will help you open the claim, or you can report directly to your carrier, which is often faster after hours. Either way, tell us it happened so we can follow it.

Photograph everything before cleanup begins, keep receipts for anything you spend, and keep damaged property until the adjuster has seen it. Write down what happened while it is fresh, including dates, times and anyone involved.

One thing worth being clear about: the insurance company decides the claim, not us. Coverage determinations, damage estimates and payment amounts are the carrier’s and the adjuster’s to make. What we do is help you report it correctly, make sure the file reflects what your policy actually covers, and push for an answer when one is slow in coming. If a decision goes against you and you disagree, we will tell you honestly whether we think the file supports another look.

Before you file, it is worth a short conversation about whether you should. For a loss close to your deductible, paying out of pocket is frequently the better outcome, because claim history affects pricing and eligibility for years. Call and ask.

Annual Review

Renewal is the natural moment to check whether the policy still matches the household. The things that most often need updating are a teen who started driving, a renovation nobody reported, a roof replaced without a credit applied, a rental unit added, valuables acquired, or liability limits set years ago against a smaller balance sheet.

Send your current declarations pages and book a time, or just call. Our offices are open Monday through Friday from 8am to 6pm and Saturday from 9am to noon.

Common Questions

How do I get a certificate of insurance?

Call, text or email us with who needs it and, ideally, the contract page stating the insurance requirement. Sending the requirement rather than a summary avoids a second round, because required limits and endorsement wording have to match exactly what was asked for.

Do I pay my bill through you?

Almost always no. Our carriers bill you directly, so payments and autopay are set up with them. You can drop a payment at any of our offices during business hours if that is easier, and call us if you are unsure who to pay.

Should I call you or my insurance company for a claim?

Either works. Calling the carrier directly is often faster outside business hours, and most have 24-hour claim lines. Tell us either way so we can follow the file and step in if it stalls.

How quickly do policy changes take effect?

Many are effective the day we make them, but some require underwriting review first, and a few can only take effect at renewal. We will tell you which applies when you call. Do not assume a change is in place until you have confirmation.

I got a non-renewal notice. What now?

Call us right away and send the notice. The reason stated on it determines what can be done, and some reasons are correctable within the notice period. Do not wait, and do not let the policy lapse while you decide, because a gap in coverage affects both pricing and eligibility going forward.

Can I stop by without an appointment?

Yes, for anything quick like dropping off a payment or paperwork. If you want to sit down and go through your coverage, book a time first so we can give you the full hour rather than fit you between calls.