Start with the service change
A new leasing workflow, expanded rent collection, tenant screening service, owner reporting obligation, or supervision of vendors can change the professional-services story even when the portfolio size is stable. Put the date, entity, property type, and practical responsibility beside each change. That record helps distinguish the manager’s service from the owner’s building interest.
Gather the agreements that describe the work
Collect current management agreements, sample owner reporting, vendor coordination scopes, and the prior application and policy. Highlight duties that create a timing, recordkeeping, or decision-making obligation. A broad contract clause is not itself an answer about insurance, but it is a useful prompt for a specific policy question.
Compare the terms that shape the answer
Read the professional-services definition, claims-made trigger, retroactive date, prior-acts treatment, defense-cost treatment, exclusions, deductibles, and reporting conditions. Compare the issued forms and endorsements, not only a proposal summary. Ask where a service is scheduled, excluded, or defined differently from the agreement.
Keep a continuity record
Save the final application, declarations, endorsements, notices, and dated change log together. Record any unresolved service-definition question before renewal closes. Policy wording, declarations, and endorsements control; this guide is general education, not a conclusion that a policy covers a particular allegation.
- Current management agreements
- Service and portfolio changes
- Prior coverage dates and notices
- Exact forms and endorsements