Outstanding subjectivity tracking and chasing

A subjectivity is outstanding when the bind file still lacks the evidence the quote required. Surveys, financials, inspections, signed applications, and similar items are conditions with a named document or action. Until that evidence is on the file, the condition stays open. Tracking is the open list. Chasing is the broker message that asks for one named item on the schedule bind ops already set.

Do not treat "broker was emailed" as clearance. A chase is a request. Clearance is evidence. If those two collapse, you bind with a hole and only notice when claims or audit asks for the survey that never arrived.

The schedule belongs to bind ops. The agent drafts on that schedule. It does not set the cadence and it does not send.

Before any chase is drafted, load the full condition set from the quote and from what already sits in the policy admin or agency system. Guidewire, Duck Creek, Salesforce, and Applied Epic are systems of record that may hold pieces of this: quote conditions, diary items, attachments, and broker correspondence. Treat them as a class of sources and reconcile. The chase is only as good as the open list.

Work in this order:

1. Pull every subjectivity named on the quote: type, wording, any due date the quote stated, and the quote reference (number, version, inception).
2. Match each item to evidence already on the file: attachment, inspection report, signed form, uploaded financials.
3. Mark a condition outstanding only when the required evidence is absent or incomplete. Incomplete is still outstanding. A survey request that was sent but not returned is outstanding. A financial pack missing the period the quote asked for is outstanding.
4. Do not invent a condition the quote never stated. Do not invent a cleared survey because a diary note says "chased."

This load step is the same discipline as bind condition completeness validation: you cannot chase what you have not listed, and you cannot bind what you have not evidenced. If bind instructions were extracted into the admin system, confirm the subjectivity list in that system still matches the quote, not a stale diary. See bind instruction extraction and system population.

If the quote itself is stale and should not be bound without repricing, stop chasing that version. Lock or reprice first. A chase against a dead quote wastes the broker and can look like the office still intends to bind terms that are no longer live. Pair this with stale-quote repricing lock when dates or exposure have moved.

Every chase cites two things: the outstanding condition, in the quote's words or a faithful paraphrase, and the quote (number, version, insured, inception). Without both, the broker is guessing which slip, which wording, which document.

The draft should include:

• Insured name and quote reference
• The exact outstanding subjectivity (survey type, inspection address, financial period, form name)
• What fulfilled looks like: the document or action the quote required
• The due date bind ops is working to, if ops has set one
• Who at the broker the chase is for, if the file already names them

Leave every field blank that you cannot support from the file. Empty stays empty. If the quote did not name a surveyor, do not fill a surveyor. If no inspection date exists, do not invent one. If the condition is already evidenced, that row does not get a chase at all.

A chase with no condition cite is a failure, not a draft. "Please send outstanding documents" produces a dump, a wrong document, or silence. Bind ops then spends the next cycle sorting noise. Do not issue that shape: no condition cite, no draft.

If the file already holds the survey, the signed form, the financials, or the inspection report the quote asked for, do not chase it. Do not draft a "confirm you sent X" note that implies X is still missing. That subjectivity comes off the chase list.

The dangerous inverse is inventing a cleared survey. A diary line, a broker "we will get it," or a prior chase sitting in sent mail is not evidence. Do not mark the condition fulfilled, do not drop it from the outstanding list, and do not write "survey complete" into the file. If the evidence is not on the file, the condition stays outstanding even if ops is tired of chasing it.

When in doubt, leave the chase blank rather than fill a clearance. Bind ops can always add a sentence. They cannot easily unwind a false "cleared" flag that already flowed into Guidewire, Duck Creek, Salesforce, or Applied Epic.

The agent drafts. Bind ops sends. Do not auto-send. A chase goes to a broker, cites a quote, and can be read as the carrier's position. Ops owns timing: market hours, the broker relationship, whether a phone call already happened this morning. Ops also owns whether this quote is still the one they intend to bind.

After send, the outstanding list does not change. The chase is logged as a chase: timestamp, recipient, condition cited, quote cited. It is not logged as fulfilment. The next scheduled pass loads conditions again, matches evidence again, and drafts only what is still open.

Treating the chase as cleared is the next failure. Someone sees "chaser sent" and ticks the subjectivity complete. The bind then proceeds as if the inspection happened. It did not. Keep chase status and evidence status as separate fields. If the admin system only has one condition-status flag, do not map "chased" onto "satisfied."

Regulatory and wording checks still sit outside this loop. A clean chase list does not mean the bind is compliant. Run regulatory compliance check at bind on the same file. Chasing documents is not a substitute for those checks.

A commercial package is ready to bind except for a roof survey the quote listed as a pre-bind subjectivity. The quote number and version are on the slip. The file has the application, last year's accounts, and a loss summary. There is no survey PDF, no surveyor appointment confirmation, and no photo set. The diary has two earlier emails that asked for "outstanding items" without naming the roof survey.

Load: roof survey outstanding; financials evidenced; nothing else open on this quote. Draft: a broker chase that names the insured, the quote number and version, the roof survey wording from the quote, and that bind waits on the survey report (or the quote's stated equivalent). Leave surveyor name blank because the file never named one. Do not draft that the survey is booked. Do not mark it cleared because it was chased twice already.

Bind ops reads the draft, maybe adds a line about the inception they are trying to hit, and sends. If ops is already on a call with that broker, they hold the send. The outstanding list still shows the roof survey until the report is on the file.

That is the loop: load conditions, draft the chase with cites, leave blanks, ops sends. The chase never pretends the survey arrived.