Tree Services -- Intake Call Script
GL is the backbone of every call. WC, Auto, and Inland Marine are separate sections you add based on what the client needs. Use the filters above to show or hide line-specific questions. 104 questions total, 15-20 min target.
WC Workers Comp -- ask only if they need WC
Auto Commercial Auto -- ask only if they need auto
IM Inland Marine -- ask only if they want equipment coverage
Everything else = ask on every call
The referral agent will introduce the lead and give a quick summary. Listen, then take over.
"Got it, thanks [referral agent]. I'll take it from here."
"Hey [name], how's it going? I'm [your name] with Soma Insurance. We work with a lot of tree service companies so you're in good hands. Let me grab a few details and I'll get you quotes as fast as I can."
Q1 "Let me confirm -- the business is [name]? Can you spell that for me?"
Verify legal business name. Spelling errors cause submission rejections.
Q2 "And the owner's name -- can you spell that?"
Must match exactly on all ACORD forms.
Q3 "What's the best address for the business -- where you operate out of?"
Q4 "Just in case we get disconnected -- best number to call you back?"
Q5 "And best email?"
Q6 "Quick question -- are you currently working with any other insurance broker on this?"
Avoids wasting time if another agent already has the deal at a market we'd want to use.
Don't jump to the checklist. Start open and let them tell you about their business.
"So tell me about the business -- what kind of tree work do you do?"
Listen. They'll usually tell you what services they offer, how many trucks, what their pain points are. Let them finish, then fill gaps below.
Q7 "Do you guys do any landscaping work, or is it just tree trimming?"
Opens the operations conversation naturally. Many tree companies also do landscaping -- it matters for pricing and market selection.
Q8 "Could you just give me a walk-through of what you're looking for? Any challenges you're having with your current insurance?"
Let them vent. If they're overpaying, this is where you'll hear it -- and it gives you the pain point to sell against.
Q9 "How long have you been in business?"
Q10 "And how many years of experience in tree work total -- including before this company?"
Years in business ≠ years of experience. Carriers want both. More experience = better rates.
Q11 "Is this an LLC, corporation, sole prop?"
Q12 "Do you have your federal tax ID handy?"
If no: "No worries -- text or email it when you get a chance. We need it before we can submit."
Q13 "Is this full-time or part-time?"
Part-time tree work is a different risk profile. Affects pricing.
Q14 "Do you have a website?"
Q15 "Any DBA or other name the business goes by?"
This is the most important section. The operations breakdown drives pricing, market selection, and which supplemental forms we'll need. Get percentages for each type of work -- they need to total 100%.
Type of Work + Revenue Breakdown
"Let me walk through the types of tree work -- just tell me what applies and roughly what percentage of your revenue comes from each."
Q16 "You're doing tree trimming and pruning, right? What percentage of your revenue is that?"
Q17 "Any tree removal? What percentage?"
Tree removal is higher hazard than trimming. Carriers rate it differently and it can affect which markets will take the deal.
Q18 "Stump grinding or stump removal?"
Q19 "What percentage?"
Q20 "Any lawn care, landscaping, or excavation work?"
Landscaping and lawn servicing are separate operation codes with different rates. Even if they say "no" now, ask if they're planning to add it.
Q21 "Any emergency or storm cleanup work?"
Especially in hurricane-prone states. Storm cleanup means working near downed power lines and unstable structures -- higher exposure.
Q22 "Any controlled burns or land clearing?"
Q23 "Highway, street, or utility right-of-way maintenance?"
Working near public roads and power lines is higher hazard. Some carriers won't touch it.
Q24 "Any logging or lumbering -- cutting timber for sale?"
Q25 "Do you make and sell mulch from what you cut?"
Q26 "Any crop dusting, aerial spraying, or defensible space / wildfire mitigation work?"
These are almost always "no" for tree trimmers. Confirm quickly and move on.
Q27 "Is anyone on the team a certified arborist -- ISA certified?"
This is a positive underwriting factor. Certified arborists can get better rates.
Q28 "Do you generate any power -- other than emergency backup generators?"
Rare for tree trimmers. Just confirm no and move on.
Commercial vs Residential
Q29 "Is the work more commercial or residential? What's the percentage split?"
This is a core rating factor on every GL policy. 100% residential vs 50/50 commercial are very different risk profiles.
Geography
Q30 "Where are you guys located? What states do you operate in?"
Multi-state operations affect carrier eligibility and pricing. Also a good rapport moment -- if you know the area, mention it.
Q31 "Any current or future work planned in New York?"
If yes, ask: "Do NY ops exceed 50% of total receipts?" and "Any work in the five boroughs?" New York labor law makes tree work there extremely hard to insure.
Height, Climbing, and Cranes
Q32 "What's the maximum height of trees you work on?"
Underwriters always ask this. If the client doesn't know, that's okay -- make a note to follow up.
Q33 "Do your guys climb the trees, or is it all bucket truck and lift work?"
Q34 If they mention a climber: "Is that someone on your crew, or do you sub that out?"
Climbing is higher exposure than bucket truck work. If they sub it out, that changes the GL and WC picture.
Q35 "Do you use cranes for any tree removal? If yes, what's the maximum height?"
Crane-assisted removal is significantly higher hazard. Many tree companies contract crane work out -- note which.
Chemicals
Q36 "Do you use any pesticides or herbicides?"
If yes, ask: "Are they EPA approved?" and "What percentage of your operations?" Adds pollution exposure. Some carriers exclude it, some charge extra.
Proximity Hazards
Q37 "Does any of the work happen near power lines, public roads, or buildings and structures?"
Residential work almost always involves proximity to structures and sometimes power lines. Note what applies.
Safety
Q38 "Do you have a formal safety program in place?"
A written safety program is a positive factor for both GL and WC. If they say no, it's not a dealbreaker -- just note it.
Q39 "How many W-2 employees do you have right now?"
Q40 "Including the owner?"
If the owner is on an S-Corp, they're technically a W-2 employee. Clarify so payroll numbers make sense.
Q41 "How many are full-time vs part-time?"
Q42 "Any leased employees?"
Q43 "What's the estimated annual payroll -- total for the year, all W-2 employees?"
This is one of the two numbers that drive every quote (the other is revenue). Get at least an estimate.
Q44 "How much are you doing roughly in annual sales?"
Gross annual revenue. Even a rough estimate works. Payroll + revenue are the foundation of GL and WC pricing.
Subcontractors
Q45 "Do you subcontract any work out? What percentage?"
Subcontractor percentage matters a lot. If they sub out 50% of revenue, that's a very different risk profile than 5%.
Q46 "What type of work do you sub out?"
Common: tree climbing, crane work, stump grinding. Each affects GL differently.
Q47 "What's the annual subcontract cost?"
Q48 "Do you require insurance certificates from your subs -- naming you as additional insured?"
Q49 "Do they sign written contracts with hold-harmless agreements?"
Q50 "Are their limits at least $1M per occurrence / $2M aggregate?"
If the answer to Q48-Q50 is "no," that's not a dealbreaker -- but it increases your client's exposure and carriers will ask.
IM Only ask this section if they want equipment coverage. It often comes up naturally -- they'll mention expensive gear.
Q51 "What kind of equipment do you have? Walk me through it -- stump grinders, chippers, chainsaws, bucket trucks, skid steers, front loaders?"
Q52 "For each piece -- what's the year, make, model, and serial number or VIN?"
Q53 "What's the replacement cost or current value for each?"
Q54 "Is each piece owned or leased?"
Q55 "Do you have titles or proof of ownership for each?"
We'll need titles to get the equipment covered. If they don't have them on hand, they can email them later.
Q56 "What coverage are you looking for? GL? Workers comp? Auto? Equipment? All of it?"
This determines which of the WC, Auto, and IM sections below you'll need to go through.
Q57 "Have you had continuous liability coverage for at least three years?"
Three years continuous coverage is a threshold question for most carriers. Less than that limits your market options.
Q58 "How long have you had insurance coverage?"
Q59 "So you've had insurance since [year]?" (confirm what they said)
Some companies incorporate years before they start working. Carriers care about when coverage started, not when the LLC was formed.
Q60 "Who's your current carrier?"
Q61 "What are you paying?"
Q62 "What limits do you have?"
Q63 "When does it expire?"
Q64 "Why are you looking to move -- rate went up, service issue, or just shopping?"
If lapsed:
"When did it lapse and why?" -- lapses limit market options, so get the specifics.
If new venture:
"Got it -- brand new. That's fine, we work with new ventures all the time."
Claims
Q65 "Any claims in the last 5 years -- any line, GL, WC, auto, anything?"
Q66 If yes: "What happened -- brief is fine."
Q67 "Ever been cancelled, declined, or nonrenewed?"
Q68 "Anything happening right now that could turn into a claim?"
Q69 "When does the current coverage expire, and how quickly do you need the new coverage in place?"
This sets your deadline. If they want it by end of week, you need to move fast. If it's 60 days out, you have time to shop more markets.
WC Skip this entire section if they don't need workers comp.
"Let me ask a few things specifically for the workers comp quote."
WC class codes for tree services: 0106 (pruning/trimming only), 2702 (logging/lumbering), 2710 (tree removal including stump). The payroll split between these codes directly affects the premium.
Q70 WC "Do you know what carrier you're with right now for workers comp?"
Many tree companies get WC bundled through their payroll provider (Gusto, ADP, etc.). Payroll-bundled WC is almost always overpriced. If that's the case, let them know: "We can almost always beat that rate."
Q71 WC "Is it through your payroll company -- like ADP, Gusto, something like that?"
Easy win. Payroll companies are not insurance specialists. We can usually save them money and get better coverage.
Q72 WC "Do you know your experience modification rate -- your e-mod?"
The e-mod multiplies the WC premium. Below 1.0 = discount. Above 1.0 = surcharge. If they don't know, we can look it up through NCCI.
Q73 WC "Have you had any WC audits? Any audit disputes or additional premium owed?"
Unpaid audit balances can block placement at certain carriers.
Q74 WC "Do you have owners or officers on payroll? Who, and what's their annual compensation?"
Owners can be included or excluded from WC depending on state rules. Need names, titles, ownership %, and their preference.
Q75 WC "Any employees under 16 or over 60?"
Q76 WC "Any seasonal or temporary workers?"
Tree services are often seasonal. Affects payroll estimates and audit exposure.
Q77 WC "Do any employees work for another business?"
Q78 WC "Does the payroll include overtime? Rough percentage?"
WC carriers often exclude the overtime premium from rated payroll. Knowing this prevents audit surprises.
Q79 WC "Do you provide group transportation -- like driving the crew to job sites together?"
Creates additional WC exposure if employees are injured in transit.
Q80 WC "Do any employees travel out of state for work?"
May need Part 3 other-states coverage on the WC policy.
Q81 WC "Do your subcontractors carry their own workers comp?"
If subs don't carry their own WC, their payroll gets picked up on YOUR client's policy at audit. If they sub out a lot of work, this is critical.
Q82 WC If they've had WC claims: "What was the nature of the injury -- fall from a tree, chainsaw accident, struck by a branch?"
Tree service WC claims are often severe. The type of injury matters for carrier appetite -- a chainsaw laceration is very different from a twisted ankle.
Auto Skip this entire section if they don't need commercial auto.
"Let's talk about your vehicles."
Q83 Auto "How many vehicles does the company have?"
Q84 Auto "What are they -- year, make, model for each?"
Common setup for tree companies: a sedan or SUV for sales/estimating, one or two trucks for hauling equipment and towing trailers.
Q85 Auto "Are they owned by the company, leased, or financed?"
Q86 Auto "Where are they garaged overnight -- what address?"
Garaging address affects rating. Often different from the business mailing address.
Q87 Auto "What are the vehicles used for -- hauling equipment, driving to job sites, sales calls, towing trailers?"
Q88 Auto "Any trailers? Flatbed, equipment trailer, chipper trailer?"
Tree companies almost always have trailers. They need to be scheduled on the auto policy -- don't forget them.
Q89 Auto "How many people drive company vehicles?"
Q90 Auto "I'll need driver names, dates of birth, and license numbers. Can you email those, or do you have them now?"
Easier to collect by email. Don't hold up the call trying to get VINs and DL numbers live.
Q91 Auto "Any drivers with tickets or accidents in the last 3 years?"
Must disclose before the carrier pulls MVRs. Better to know now than get surprised.
Q92 Auto "Do employees ever use personal vehicles for work?"
Creates hired and non-owned auto exposure. If yes, need to add that coverage.
Q93 Auto "Any vehicles over 10,000 lbs -- like large trucks or bucket trucks?"
DOT number requirements kick in at 10,001 lbs GVWR. Changes filing requirements.
Q94 Auto "Do family members ever drive company vehicles?"
Q95 Auto "Do you have GPS, dashcams, or any telematics in the vehicles?"
Can help with pricing if yes.
Q96 Auto "Do you have a vehicle maintenance program?"
Q97 Auto "Do you know what carrier you're with right now for auto?"
Auto is often with a different carrier than GL. Common to see Progressive or similar -- often overpriced for commercial accounts.
Q98 Auto If auto claims: "At-fault or not? Any injuries involved?"
"That's everything I need from the call. You've been great. To get you the fastest quotes possible, I need a few things from you."
Q99 "Can I get your email so I can send you a list of what I'll need?"
Q100 "I'll need certificates of insurance -- one for each year going back to when you first got coverage."
We need these to request loss runs from prior carriers. One COI per policy year.
Q101 "And loss runs from your current or prior carrier -- last 3-5 years."
"I know that's a few things -- but getting these upfront saves us days of back-and-forth with the underwriters. I'm going to get to work on this right now. You should hear from me within 24-48 hours with options."
Q102 "Best way to reach you -- call, text, or email?"
Q103 "What time works best if I need to call you back?"
"I'm going to text you right now so you have my number saved. That way you can just shoot me those documents whenever you have them."
Text the client immediately so they save your number. Makes document follow-up frictionless.
Q104 "What was your name again?" (if speaking to someone other than the owner -- an office manager, consultant, etc.)
"Thanks [name]. I'll be in touch soon."
These aren't questions -- they're moves that close deals on the first call.
Build rapport fast
If you know the area, mention it. If you have something in common, use it. People buy from people they like.
Anchor on price
If you have a comparable client, share the ballpark: "I have a tree service client doing similar volume -- they're paying about $12-13K a year for GL and equipment combined." Let the gap between what they're paying and what's possible sell itself.
Name the problem
If they're getting ripped off, say so (diplomatically). "It sounds like you're paying way more than you should be." Puts you on their side.
Push bundling
"Let me handle the workers comp too and I'll bundle everything together." More lines = stickier client = better pricing.
Close on urgency
Always ask when they need coverage by. A deadline gives you leverage and a reason to follow up.
Turn gatekeepers into referral sources
If you're talking to a business consultant, accountant, or office manager -- they have other clients who need insurance. Plant the seed: "If any of your other clients ever need help, I'd love to work with them."
"How much is this going to cost?"
"I can't give you an exact number without running it through the markets, but I have tree service clients doing similar volume paying way less than you'd think. I'll have real numbers for you within [24-48 hours]."
"I'm paying $X a month and that seems like a lot."
"Let me take a look at what you're getting for that. A lot of times tree service guys end up with policies scattered across three or four carriers because the last agent didn't bundle them properly. Let me see what happens when we put it all together."
"I just need a COI."
"Totally get it. To issue a certificate we need an active policy first. Let me get you quoted and bound -- you'll have the COI same day."
"I don't have my VINs / driver info / equipment serials right now."
"No worries at all. Just text or email them to me when you have a minute. I'll start working with what we have right now. Email is angie@somainsure.com."
"My payroll company handles workers comp."
"I see that a lot -- Gusto, ADP, they bundle it in. But they're not insurance specialists, so the rates are usually higher and the coverage is basic. Let me quote it separately and you can compare. If I can't beat it, no harm done."
"Why should I go with you guys?"
"We're a specialty brokerage -- tree service is one of our core verticals. We go to multiple markets at once, so you're not limited to one carrier. We push for the best coverage at the best price, and we handle all the paperwork. You just tell me about your business and we take it from there."
| Topic | GL | WC | Auto | Inland Marine |
|---|
| Key forms | ACORD 125 + 126 + tree trimmer supp | ACORD 125 + 130 | ACORD 125 + 127 + 129 | ACORD 125 + 146 |
| What drives pricing | Operations mix, revenue, sub %, claims | Class code, payroll, e-mod, claims | Vehicle count/type, drivers, MVRs | Equipment value, type, storage |
| Critical data | Revenue by op type, commercial/residential %, height, crane, chemicals | Payroll by class code, e-mod, owner inclusion/exclusion | VINs, driver DOBs + license #s, garaging address | Serial #s/VINs, replacement cost, ownership |
| Critical docs | Loss runs, COIs | WC loss runs, e-mod worksheet | Vehicle + driver lists, auto loss runs | Equipment list with values, titles |
| Class codes | Tree trimming, removal, landscaping (separate rates) | 0106 (pruning), 2702 (logging), 2710 (removal) | Based on vehicle type + use | N/A -- per item |
Click items to check them off after the call. If you're missing 5+ items from the core section, schedule a callback before submitting to markets.
Core (Every Call)
- Business name verified and spelled
- Owner name verified
- Business address
- Callback number + email
- FEIN
- Entity type (LLC, Corp, etc.)
- Years in business + years of experience
- Full-time or part-time
- Operations breakdown with percentages totaling 100%
- Commercial / residential split
- States of operation
- Tree climbing method (crew, bucket truck, sub)
- Crane use (yes/no, subbed out, max height)
- Pesticides / herbicides
- Proximity: power lines, roads, structures
- Safety program (yes/no)
- ISA certified arborist (yes/no)
- Employee count (FT / PT / leased)
- W-2 or 1099
- Annual payroll
- Annual revenue
- Subcontractor details (%, type, cost, insurance)
- Current coverage / carrier / premium / limits
- Continuous coverage 3+ years
- Claims history (5 years)
- Cancelled / declined / nonrenewed
- Coverage needed + effective date + urgency
- Best contact method + time
- Texted client so they have your number
WC Additional Items
- Current WC carrier (or payroll provider)
- Experience mod rate (e-mod)
- Owners/officers: names, titles, ownership %, include/exclude
- Employees under 16 or over 60
- Seasonal or temporary workers
- Employees working for other businesses
- Overtime in payroll
- Group transportation
- Out-of-state travel
- Subs with own WC
- WC loss runs requested
- Audit history / unpaid premium
Auto Additional Items
- Vehicle count + year / make / model
- Owned / leased / financed
- Garaging address
- Vehicle use (hauling, sales, towing)
- Trailers (type + count)
- Vehicles over 10,000 lbs
- Driver names + DOB + license # + state
- Violations or accidents (3 years)
- Personal vehicles used for work
- Family members driving
- GPS / dashcam / telematics
- Vehicle maintenance program
- Current auto carrier
- Auto loss runs requested
- Vehicle list with VINs requested
- Driver list with DLs requested
IM Additional Items
- Equipment list (stump grinders, chippers, skid steers, etc.)
- Year / make / model / serial # for each
- Replacement cost or current value
- Owned or leased
- Titles / proof of ownership requested
Documents Requested
- COIs -- one per year of coverage
- Loss runs (GL, 3-5 years)
- WC WC loss runs (if different carrier)
- WC E-mod worksheet
- Auto Vehicle list with VINs
- Auto Driver list with DL numbers
- Auto Auto loss runs (4 years)
- Auto Copies of driver's licenses
- IM Equipment list with serial #s + values
- IM Equipment titles / proof of ownership