Renewals and Rate Negotiations – A Playbook for Plan Sponsors

Executive Summary

For most Canadian employers, the group benefits renewal is an annual ritual that feels both inevitable and opaque. Insurers present double-digit increases, brokers deliver spreadsheets, and HR or Finance is left deciding between absorbing the cost or cutting coverage.

But it doesn’t have to be that way.

Renewals are one of the most misunderstood and under-leveraged moments in the group insurance lifecycle. Done right, they’re a powerful opportunity to renegotiate pricing, reset plan strategy, and ensure your benefits plan remains competitive and cost-effective.

In this article, we break down:

• How renewals really work behind the scenes

• What drives increases—and which ones you can challenge

• What to ask for in your renewal package

• How to negotiate like a large employer (even if you’re not)

• When to go to market—and how to do it professionally

1. What Is a Renewal and Why It Matters

Each year, your insurer recalculates your group insurance pricing based on claims experience, trend assumptions, demographics, and risk.

The renewal governs:

• Monthly premiums or claims funding amounts

• Stop-loss pricing (for ASO plans)

• Pooled benefit rates (e.g., LTD, Life)

• Administrative fees (especially in ASO)

Yet many employers treat it as a “take-it-or-leave-it” process, instead of the negotiation it truly is.

2. Anatomy of a Renewal Package

Every renewal package should contain:

3. What Drives Rate Increases (and What You Can Push Back On)

Pro Tip: Don’t just argue the increase—challenge the assumptions behind it.

4. Timeline: When and How to Prepare for Renewal

Ideal Renewal Timeline:

Too many employers get their renewal <30 days before it’s effective, leaving no time to challenge anything.

5. Key Questions to Ask at Every Renewal

1. What is the trend assumption—and how does it compare to actual trend?

2. How was pooling calculated? Can we see a breakdown?

3. What’s our loss ratio and how credible is our data?

4. How much is our broker being compensated?

5. What changed from last year and why?

6. Are any outlier claims skewing the renewal?

7. Should we consider marketing the plan?

6. Advisor Role in the Renewal Process

A great advisor should:

• Obtain claims data well in advance

• Validate insurer assumptions

• Benchmark your plan and pricing vs peers

• Push back on trend, pooling, and margin

• Recommend when to market the plan

• Provide a simple, clear renewal briefing document

Red flag: If your advisor just presents the insurer’s summary with no analysis, it’s time to re-evaluate the relationship.

7. Strategies for Negotiating Lower Increases

• Quarterly reporting to track trends proactively

• Trend rate challenge (ask for 5–7% vs 10–12%)

• Pooling negotiation (especially for groups over 100 lives)

• Remove one-time outlier claims from calculations

• Voluntary cost share increase in exchange for lower pricing

• Consider a partial ASO transition for more control

• Quote the market if necessary

Insurers will often reduce increases just to retain the business—especially if you’re a good risk.

8. Red Flags and Common Tactics Insurers Use

• Delayed renewals (“We’re waiting on data”) – reduces your ability to negotiate.

• High trend rates – often unjustified, especially for dental.

• Lack of claims transparency – push for detail.

• Bundled rates – hides overcharging in pooled benefits.

• Soft-market bluffing – insurer says they canvassed other carriers without documentation.

Insist on real data and documentation. You’re entitled to it.

9. When to Market the Plan to Other Insurers

You should formally market your plan every 3–5 years, or when:

• Renewal increases are unjustified

• Service levels decline

• You’ve grown significantly

• There’s been a change in funding model or plan design

• You’re suspicious of overcharging

Marketing the plan means:

• Preparing a full RFP or data package

• Going to at least 3–4 insurers

• Scoring responses and interviewing finalists

Be careful not to market too frequently—it can make your case less attractive to insurers.

Final Thoughts

Renewals shouldn’t be rushed, reactive, or rubber-stamped. They’re a powerful moment to realign costs with value, challenge unjustified assumptions, and negotiate terms that reflect your true risk—not just the insurer’s preferences.

The more organized, informed, and assertive you are—the better your results.

If you’re facing a steep renewal, feeling unsure about your advisor’s independence, or simply want a second set of eyes—we’re here to help. A 20-minute review can save you thousands.