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Insurance BOR Letter

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INSURANCE BROKER OF RECORD LETTER

Addressee

To:   Attention:

From (Insured):   DBA (if any):

Insured Contact:   Phone:   Email:

Date of Birth (if individual):   Tax ID / EIN (if applicable):

Policy Details

Policy Number:   Policy Type:

Coverage Limits:   Deductible:

Annual Premium:   Policy Period: From to

Appointment of Broker of Record

Effective as of , the Insured hereby appoints the following broker as Broker of Record with respect to the policy referenced above:

Broker License/Producer Number:

Scope of Authority (select all that apply)

Coverage Types Affected

The appointment applies to the following policy types (select all that apply):

Revocation of Prior Appointment

The Insured hereby revokes any prior Broker of Record appointment or similar authorization previously delivered to any other broker or agency for the policy referenced above. This revocation is effective upon receipt by the insurer and shall remain in effect until the Insured provides written notice of revocation.

Release and Authorization

The Insured authorizes the insurer and its representatives to release policy information, claims information, loss runs, premium and billing information, and underwriting files concerning the policy referenced above to the appointed Broker of Record. The Insured affirms that it has authority to provide this authorization and acknowledges that such disclosure may include documents protected by privacy or confidentiality obligations.

The Insured agrees to indemnify and hold harmless the insurer and its agents for reliance upon this appointment and authorization and agrees that the insurer may rely upon communications from the appointed broker with respect to ordinary administrative matters absent manifest error.

Exclusions or Limitations

Beneficiary / Certificate Holder Information (if applicable)

Name:   Relationship:

Percentage (if applicable):   Address:

Additional Instructions / Comments

Certification

By signing below, the undersigned certifies that they are duly authorized to execute this Broker of Record Letter on behalf of the Insured and that the statements contained herein are true and correct. The Insured understands that the insurer may rely on this letter in directing communications and documentation to the appointed broker. This appointment will remain in effect until written revocation is delivered to the insurer.

Printed Name:

Signature:

Date:

Enter text✕
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What an Insurance BOR Letter Is and when it’s used

An Insurance BOR Letter (Broker of Record letter) is a written authorization that appoints or transfers insurance brokerage responsibility for one or more policies from one broker or agent to another. It typically identifies the insured, the policies affected, the effective date of the broker appointment, and the scope of authority granted. Insurers use a BOR Letter to update servicing records, direct future premium invoices, and route policy communications. The document serves as a formal, auditable instruction to the insurer and may be required before a new broker can obtain policy information or issue endorsements.

Why a clear Insurance BOR Letter matters

A concise BOR Letter reduces delays in policy servicing, clarifies who may access confidential policy information, and prevents premium misdirection or coverage gaps. Properly prepared letters create an auditable chain of authority for insurers, brokers, and clients.

Why a clear Insurance BOR Letter matters

Who typically prepares and receives a BOR Letter

Common parties involved include the insured organization, outgoing broker, incoming broker, and the insurer or its authorized servicing unit.

  • Insured clients and risk managers — request or approve broker changes and confirm effective dates for transition.
  • Outgoing brokers or agents — may provide a release or acknowledgement of transfer to ensure correct policy handling.
  • Incoming brokers or agents — present the BOR Letter to insurers to obtain servicing rights and access policy documentation.

Each party should retain a signed copy and confirm insurer acceptance in writing to avoid disputes about authority or timing.

Primary signer roles

Broker of Record

A licensed insurance broker or agent appointed by the insured to manage specified policies. The broker signs or accepts appointment language and may need to supply agency license details and carrier appointment documentation; insurers often require this to update files and provide policy materials.

Insured Representative

An authorized officer or risk manager of the insured organization who signs to appoint or change the Broker of Record. The signer should have corporate authority and may be asked to confirm title and identity; mismatched authority can delay insurer acceptance.

Essential parts to include in a professional BOR Letter

A complete BOR Letter reduces processing friction. Include clear identification, scope, effective date, signature, and any supplemental documentation referenced by the insurer.

Insured ID

Full legal name of the insured, business type, and policy numbers to ensure the insurer correctly identifies the accounts affected by the broker appointment.

Broker Data

Incoming broker name, agency address, license number, and contact information so carriers can confirm appointments and update servicing records without follow-up.

Scope

Specific policies, lines of coverage, and whether the appointment covers renewals, endorsements, or claims handling to limit ambiguity in broker authority.

Effective Date

Date the new appointment becomes active, stated in MM/DD/YYYY format, which determines when the broker can request policy changes or receive documents.

Signature

Signature block for the insured’s authorized signer with printed name, title, and date; insurers may require notarization or corporate seal for verification.

Attachments

Any required supporting documents such as agency appointment forms, broker licenses, letters of authorization, or prior broker releases referenced in the letter.

Required data fields and short-format notes

Insured Name: Legal entity name
Policy Numbers: Exact policy IDs
Broker Name: Agency legal name
Effective Date: MM/DD/YYYY
Authorized Signer: Printed name & title
Contact Info: Phone and email

Step-by-step: completing and submitting a BOR Letter

Follow these steps to prepare and deliver a valid BOR Letter to the insurer and to document the transfer of broker authority.

  • 01
    Draft Letter: Prepare letter with insured, broker, policies, scope, and effective date.
  • 02
    Obtain Signatures: Have the authorized insured signer and incoming broker sign and date.
  • 03
    Add Attachments: Attach broker license, appointment forms, or corporate authorization as required.
  • 04
    Deliver to Carrier: Send to insurer’s underwriting or broker services address and request written acknowledgment.

How to configure an online BOR Letter workflow

Set up a digital workflow to collect signatures, attachments, and delivery confirmations while reducing manual steps.

Field Configuration
Signature Fields Place signer name and date fields for insured and broker.
Attachment Request Require upload for broker license and corporate authorization.
Authentication Use email plus SMS or ID verification for stronger signer identity.
Delivery Auto-send signed PDF and completion certificate to insurer and all parties.

Where to send the completed BOR Letter

Routing depends on carrier preferences. Confirm the insurer’s broker services contact and whether an online portal, email, or mailed original is required.

  • Carrier Broker Services: Primary routing address for appointment submissions.
  • Underwriting Office: Used when appointments affect active underwriting files.
  • Agency Licensing Unit: Some carriers require licensing paperwork routed separately.
  • Retention Copies: Send a copy to both outgoing and incoming brokers for records.

Digital delivery and eSubmission considerations

Confirm the insurer’s acceptance of electronic signatures, PDF attachments, and remote notarization before submitting a signed BOR Letter.

  • File Formats: PDF or DOCX preferred
  • Authentication: Email + SMS or KBA
  • Integrations: CRM and document storage

Use platforms that produce a timestamped audit trail and retain a copy suitable for regulatory or internal audit requests; verify HIPAA or privacy needs when policyholder data is included.

Timing and processing expectations

Establish realistic timelines: insurer processing and internal onboarding vary by carrier and may require additional verification steps.

Acknowledgment Target:

Request written confirmation within 7–14 business days.

Policy Access:

Carriers may provide policy documents within 7–30 days after acceptance.

Billing Changes:

Premium invoicing may shift at the next billing cycle following effective date.

Claims Authority:

Claims handling authority typically requires explicit carrier acceptance.

Record Retention:

Keep signed letter and delivery proof indefinitely or per retention policy.

Common preparation mistakes to avoid

  • Using a trade name instead of the insured’s legal name, which can prevent carriers from locating the correct policy and delay acceptance.
  • Omitting policy numbers or using partial numbers, forcing manual carrier searches that slow processing and increase phone/email exchanges.
  • Failing to confirm the insurer accepts electronic signatures or RON, which may require a notarized original and additional time to complete.
  • Not attaching required broker licensing or corporate authorization documents, prompting carrier requests and delaying the appointment.

Consequences of incorrect or incomplete BOR Letters

Processing Delay: Carrier refusal or hold pending verification
Misrouted Premiums: Payments billed to wrong party
Denied Access: Broker cannot obtain policy docs
Claims Disputes: Ambiguity in claims handling authority
Regulatory Risk: Licensing gaps may trigger fines
Contractual Exposure: Potential breaches of broker agreements

Representative eSignature pricing and capability comparison

Compare baseline starting prices and core features for common eSignature vendors; signNow is listed first per vendor comparison convention.

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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 (premium) Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about Insurance BOR Letters

Answers to common questions about validity, signing options, notarization, and carrier acceptance for BOR Letters.


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