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Captive Insurance Application

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CAPTIVE INSURANCE APPLICATION AND MANAGEMENT AGREEMENT

WHEREAS

WHEREAS, Applicant Name: (the "Applicant") seeks to form, capitalize, or place insurance business within a captive insurance arrangement; and

WHEREAS, Manager Name: (the "Manager") provides captive formation, management, and administrative services and will accept appointment subject to the terms set forth in this Application and Agreement; and

WHEREAS, the Applicant submits the following information and certifications in support of the requested captive arrangement and the Manager's engagement to administer such arrangement in accordance with applicable regulation and accepted captive practice.

APPLICANT INFORMATION

Contact Person:

Contact Email:

Telephone:

FEIN / Tax ID:

Incorporation Jurisdiction:

PROPOSED CAPTIVE DETAILS

Proposed Captive Name:

Pure captive    Group captive    Association captive    Rent-a-captive / Protected cell

Proposed Domicile:    Intended Effective Date:

OWNERSHIP AND GOVERNANCE

UNDERWRITING, COVERAGE AND RISK PROFILE

Estimated Annual Premium Volume:

Retention per Risk:

Policy Limits:

Reinsurance Intended: Yes    Describe program:

FINANCIAL INFORMATION

Prior 3 years audited financial statements    Pro forma projections    Actuarial memorandum

SCOPE OF MANAGEMENT SERVICES

The Manager will provide services including, without limitation, captive formation assistance, licensing application preparation, accounting and premium billing, claims administration support, reinsurance placement assistance, board meeting administration, regulatory filings, and annual reporting. Specific responsibilities and exclusions are set forth below and may be amended by written agreement of the parties.

PAYMENT TERMS

The Applicant agrees to pay the Manager fees for services rendered as set forth below. All fees are exclusive of applicable taxes and third-party costs which shall be reimbursed by the Applicant.

Payment Schedule:

Late Payment Fee: ; Costs of collection, including reasonable attorney's fees, shall be payable by the Applicant in the event of delinquency.

TERM AND TERMINATION

Term Start Date:    Term End Date:

Either party may terminate this Agreement for cause following written notice and failure to cure within days. The Manager may also terminate upon nonpayment in accordance with Payment Terms. Termination shall not relieve the Applicant of obligations accrued prior to termination.

CONFIDENTIALITY

Each party shall maintain the confidentiality of non-public information disclosed by the other party in connection with this Application and Agreement. Confidential Information does not include information that is or becomes publicly available other than through breach of this provision, is rightfully received from a third party without breach of obligation, or is independently developed. The Manager may disclose Confidential Information to its affiliates, auditors, reinsurers, legal counsel and regulatory authorities as required; such recipients shall be bound to confidentiality obligations at least as protective as those in this Agreement.

REGULATORY COMPLIANCE & REPRESENTATIONS

The Applicant represents and warrants that the information submitted in this Application is true, accurate and complete to the best of its knowledge. The Applicant shall comply with all applicable laws, regulations and licensing requirements of the proposed domicile. The Applicant authorizes the Manager to act on its behalf for purposes of licensing and regulatory communications as expressly instructed in writing.

GOVERNING LAW

This Application and Agreement shall be governed by and construed in accordance with the laws of: , without regard to its conflicts of law principles.

ENTIRE AGREEMENT

This Application and Agreement, together with any exhibits, schedules and attachments specifically incorporated in writing, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements and understandings, whether written or oral. Any modification must be in writing and executed by authorized representatives of both parties.

CERTIFICATION

By signing below, the Applicant certifies under penalty of perjury that the information contained in this Application and any attachments is true, complete and accurate. The Applicant authorizes the Manager to obtain such additional information as reasonably required to verify the representations herein, including but not limited to financial records, regulatory filings, and background information on principals.

NOTICES

Notices shall be given in writing to the addresses set forth above and shall be effective upon receipt when delivered by hand, courier, or certified mail, or upon confirmed delivery when sent by electronic mail to the contact address provided herein.

ACKNOWLEDGMENT OF RECEIPT

The Manager acknowledges receipt of this Application and will commence preliminary review upon receipt of the required initial fee and documentation. Acceptance of this Application is subject to Manager due diligence and regulatory approval where applicable.

Applicant Printed Name:

By:

Date:

Manager Printed Name:

By:

Date:

Enter text✕

What a Captive Insurance Application Is and When It’s Used

A Captive Insurance Application is the formal submission companies file with a state captive regulator to form or operate a captive insurance company. The application typically includes the applicant's legal entity information, ownership and governance disclosures, a detailed business plan, proposed lines of insurance, premium and loss projections, an actuarial or feasibility study, financial statements, reinsurance arrangements, and compliance controls. States review applications for solvency, public policy, and managerial competence; additional supporting exhibits and sworn statements are commonly required before licensing or charter approval.

Step-by-Step: Assemble and File the Application

Complete these steps in order to assemble, sign, and submit a Captive Insurance Application to a state regulator.

  • 01
    Prepare Documents: Gather corporate records, financials, and actuarial studies.
  • 02
    Complete Form: Answer each field fully; attach exhibits.
  • 03
    Authorize Signers: Obtain executive or board signatures as required.
  • 04
    Submit & Track: Upload, e-sign, and monitor regulator responses.

Why a Carefully Prepared Application Matters

A well-prepared Captive Insurance Application establishes the legal and financial basis for a captive insurer, demonstrates regulatory fitness, and supports favorable review. Accurate submissions reduce licensing delays, clarify governance arrangements, and help secure appropriate reinsurance and solvency determinations.

Why a Carefully Prepared Application Matters

Who Typically Prepares and Reviews This Application

Organizations and teams involved in captive formation and management use the Captive Insurance Application; accuracy reduces regulator follow-up.

  • Risk managers: Design and monitor captive programs, evaluate coverage limits and retention strategies.
  • CFOs & Finance Teams: Prepare financial projections, premium budgets, and solvency analyses required by regulators.
  • Captive managers/brokers: Coordinate filings, actuarial studies, and reinsurance placements across jurisdictions.

Multiple stakeholders should review the application before signing to ensure consistency between governance documents, financial exhibits, and actuarial assumptions.

Typical Signers and Filing Representatives

Authorized Officer

An authorized officer (CEO, CFO, or corporate secretary) signs most captive applications. Include a corporate resolution or power of attorney where applicable to document delegated signing authority and ensure regulator verification of signer authority.

Captive Manager

A licensed captive manager or broker may prepare and file the application on behalf of the parent company but must include evidence authorizing their role and provide contact information for regulator follow-up.

Core Components to Include in a Professional Application

A professional Captive Insurance Application bundles technical, financial, and governance materials to demonstrate actuarial soundness, regulatory compliance, and operational readiness to state regulators.

Business Plan

A detailed plan describing lines of business, underwriting strategy, projected premiums and losses, risk mitigation, and a multi-year financial forecast supporting the captive's sustainability.

Actuarial Study

A signed actuarial report with methodology, assumptions, and loss projections; shows premium adequacy and rate-setting rationale required by many states for licensing.

Financial Statements

Audited or management financials, capitalization plan, pro forma statements, and sources of initial funding demonstrating solvency and ability to meet policyholder obligations.

Governance

Corporate resolutions, board composition, delegated authorities, and governance policies, including conflict-of-interest rules and reporting lines that establish oversight for the captive.

Reinsurance

Proposed reinsurance treaties, recoverable limits, counterparty credit assessments, and premium allocation between ceded and retained layers for solvency modeling.

Compliance Filings

State-specific forms, premium tax registrations, licensing affidavits, and ongoing reporting procedures, including claims handling and record retention policies.

Security and Compliance Controls to Document

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Immutable timestamps, IP addresses, and action logs
BAA Available: Business Associate Agreement offered for HIPAA
SOC 2 Type II: Independent SOC 2 Type II certification
21 CFR Part 11: Capabilities to support electronic records and signatures
Access Controls: Role-based permissions and two-factor authentication

Primary Risks and Consequences of Errors

Licensing denial: Regulator may refuse charter
Tax reclassification: IRS could recharacterize transactions
Monetary fines: Civil penalties by state authority
Delayed coverage: Insurance protection postponed
Increased scrutiny: Future audits and oversight
Criminal exposure: Intentional misconduct risk

Common Preparation Errors to Avoid

  • Incomplete actuarial support often leads regulators to request additional studies or reject premium levels, prolonging review and increasing professional fees.
  • Inconsistent corporate names or mismatched EINs across exhibits commonly trigger verification delays and requests for corrected documentation from state examiners.
  • Missing governance documents, such as board resolutions or officer authorizations, can prevent signature acceptance and delay licensing decisions.
  • Failing to disclose reinsurance arrangements or contingent liabilities may result in solvency concerns and additional conditions on approval.

Digital Submission Flow for the Captive Insurance Application

The submission workflow transforms a paper-intensive process into a digital sequence: prepare exhibits, collect signatures, authenticate signers, and deliver documents to the regulator.

  • Upload Documents: Attach PDFs, financials, and actuarial reports.
  • Assign Signers: Specify authorized signers and signing order.
  • Authenticate Signers: Use email, SMS code, or stronger methods.
  • Submit to Regulator: Send package and retain confirmation records.

Recommended Online Workflow Settings

Configure online workflow settings to match regulator requirements and internal approval processes before sending the Captive Insurance Application for signature.

Field Configuration
Authentication Method Email link or SMS code
Signing Order Sequential or parallel by role
Conditional Fields Auto-show sections when additional info is required
Accepted Formats PDF, DOCX, XLSX accepted

Platform and Integration Considerations

Ensure your platform supports required integrations, file formats, and signer authentication before e-submitting a Captive Insurance Application.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • File Formats: PDF, DOCX, Excel supported
  • Authentication: Email, SMS, SSO, KBA options

Typical Timelines and Processing Expectations

Key timing expectations and common deadlines when filing a Captive Insurance Application; timelines vary by state and application complexity.

Acknowledgement of Receipt:

Typically within 7–14 business days of submission

Initial Review Period:

Often 60–120 days depending on complexity

Deficiency Response Window:

Commonly 30 days to supply requested information

Approval Effective Date:

Effective upon regulator's written approval

Annual Filings and Renewals:

Follow state renewal schedules and reporting deadlines

eSignature Vendor Pricing and Feature Snapshot

A concise vendor pricing and feature comparison for eSignature options commonly used to sign Captive Insurance Applications; signNow is listed first.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

How Organizations Have Streamlined Captive Submissions

Real-world examples show how organizations used digital workflows and platforms to complete captive-related filings and reduce administrative friction.

Optica Ventures LLC — COO

Optica centralized exhibits and electronic approvals to shorten the internal review cycle.

  • Cut turnaround time for sign-offs by weeks.
  • COO Brian Fitzgibbons said the interface is simple and easy for staff and customers, enabling centralized control of exhibits, fewer errors, and improved regulator readiness during licensing.

Tech Data — CEO

Tech Data integrated e-signatures into contract workflows to shorten approval loops.

  • Improved speed to revenue significantly.
  • CEO Bob Dutkowsky reported improved internal and external customer service, faster contract execution, and a clearer audit trail, which helped reduce bottlenecks and supported compliance reviews.

Frequently Asked Questions About the Captive Insurance Application

Common questions about e-signatures, notarization, supporting exhibits, and regulator expectations when preparing a Captive Insurance Application.


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