Is a BOR letter legally binding?

Yes when it clearly expresses the policyholder's intent, is signed by an authorized party, and the carrier accepts it. Electronic signatures meeting ESIGN/UETA criteria are generally valid for this purpose.

Can I e-sign a BOR letter?

Most carriers accept electronic signatures that meet ESIGN/UETA standards. Confirm the insurer's submission policy and whether additional authentication or a carrier-specific form is required.

Does a BOR letter need to be notarized?

Not typically, but some carriers or situations may request notarization or additional proof of authority. Verify carrier requirements before notarizing to avoid unnecessary expense.

How do I revoke a BOR letter?

Revoke by submitting a dated, signed revocation to the insurer and to the appointed broker. Check carrier rules for accepted revocation format and effective date handling.

Who can sign for a company?

A corporate officer or an individual with delegated authority should sign. Include the signer's title or attach a corporate resolution demonstrating signing authority when required.

What if the insurer rejects the letter?

Review the insurer's rejection reason, correct any missing identifiers or authority documentation, and resubmit promptly. Keep records of correspondence and delivery confirmations.

Electronic Signature
Templates
Insurance
Insurance BOR Letters

Insurance BOR Letters

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BROKER OF RECORD AUTHORIZATION LETTER

Date:

Applicant / Insured Information

Insured Name Entity Type (check one)

Corporation LLC Partnership Individual Other:

Mailing Address

Contact Phone

Email

Tax ID / EIN

Date of Birth (if individual)

Policy Details

Policy Number Insurer / Carrier Policy Type (check all that apply)

Commercial Property General Liability Professional Liability Workers' Compensation Commercial Auto Umbrella/Excess Cyber Liability Other:

Coverage Amount

Deductible

Annual Premium

Policy Period From: To:

Coverage Selection / Scope

The undersigned hereby designates the broker named below to act as Broker of Record for the following policies and coverages. This appointment includes authority to obtain policy information, binders, endorsements, loss runs, and premium statements as necessary for account servicing and placement.

Select coverages included in this appointment

Property Liability Auto Workers' Compensation Umbrella/Excess Cyber Other:

Exclusions / Known Limitations

Known Exclusions or Limitations

No known exclusions or limitations to disclose

Beneficiary / Premium Refund Designation

If any refund, return premium, or residual payment is issued in relation to the policies listed above, payment should be directed to the following payee(s) in the percentages indicated. If multiple beneficiaries are named, percentages must total 100%.

Beneficiary 1 - Name

Relationship

Percentage

Beneficiary 2 - Name (optional)

Relationship

Percentage

Broker Appointment & Authorization

I, the undersigned named insured, hereby appoint:

Broker Name Broker Firm / Agency

Broker License / ID

Broker Contact

Effective Date of Appointment:

Scope of authority granted to the Broker: the broker is authorized to receive and review policy documents, endorsements, loss information, premium records, bind coverage on behalf of the insured subject to insurer underwriting approval, and to communicate instructions to the insurer on the insured's behalf consistent with the coverages and policy numbers specified herein.

This appointment permits the Broker to request and receive confidential claim and underwriting information as required for placement, renewal, and servicing. The Broker is not authorized to amend policy terms or accept coverage amendments that materially change insured limits without prior written consent of the undersigned insured.

Declaration & Certification

By signing below, the undersigned certifies that they are authorized to execute this Broker of Record authorization on behalf of the insured named above; that the information provided herein is true and correct to the best of their knowledge; and that this authorization supersedes and revokes any prior Broker of Record designations for the policies and coverages listed above effective on the Effective Date of Appointment stated in this document.

The undersigned acknowledges that the insurer may require additional documentation to effectuate this appointment, and agrees to cooperate promptly with the Broker and insurer to provide any such documentation. This authorization will remain in effect until revoked in writing.

Recordkeeping & Documentation

The insured authorizes the insurer and the broker to retain and share copies of relevant policy documents and correspondence for the purpose of servicing the account. The insured understands that a copy of this signed authorization may be retained in insurer and broker files as evidence of authority.

Additional Instructions / Remarks

Special Instructions

Authorized Signature (Insured)

Insured Name:

By (Signature):

Title / Capacity:

Date Signed:

What an Insurance BOR Letter Is and when it's used

An Insurance BOR (Broker of Record) Letter is a written authorization that a policyholder signs to appoint or change the broker responsible for an existing insurance policy. The letter typically informs the insurer that the named broker is authorized to act on the policyholder's behalf for renewals, claims handling, and account management. Insurers and brokers use BOR letters to document broker representation, to transfer commission and servicing rights, and to demonstrate the policyholder's intent to change representation without altering policy coverage terms.

Why a clear BOR letter matters for policy control

A concise, correctly completed BOR letter records the policyholder's intent, establishes the broker's authority, and helps insurers update account records without service interruptions. Well-prepared letters reduce administrative delays, prevent disputes about representation, and support accurate commission routing.

Who typically prepares and signs Insurance BOR Letters

The letter serves account holders, current brokers relinquishing authority, and incoming brokers establishing access to policy documents and billing.

Individual policyholders who prefer a new broker for personal lines or commercial coverage
Commercial accounts and risk managers assigning broker authority for liability, property, or specialty lines
Insurance brokers and agencies receiving appointment who must present the letter to carriers

Essential elements to include in a professional BOR letter

A complete BOR letter contains clear identification, explicit broker appointment language, policy references, signature blocks, and delivery instructions to the insurer. Each element reduces the risk of administrative rejection or delay.

Policy Details

List carrier name, policy number(s), line(s) of coverage, and policy effective dates to ensure the insurer identifies the exact contract(s) covered by the authorization.

Broker Identity

Provide the full legal name, agency name, contact information, producer license number if applicable, and NAIC or agency code so carriers can accurately assign the broker.

Appointment Language

Use explicit language such as 'I hereby appoint' or 'I designate' and state whether the appointment is exclusive, effective immediately, or effective on renewal to avoid ambiguity.

Signature Block

Include printed name, job title for organizational signers, and a dated signature line. If signing on behalf of an entity, state the authority (e.g., officer title) that permits execution.

Revocation Clause

Optionally state how revocation will be handled, including whether a new BOR letter is required or how the insurer should treat conflicting directions.

Delivery Instructions

Specify the insurer contact, mailing address, fax, email, or secure upload method and note whether a copy should be sent to the previous broker or retained for records.

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

Follow these sequential steps to complete the letter, verify authority, and deliver it to the insurer and broker.

01

Gather policy data: Collect carrier name and exact policy number(s).
02

Specify broker: Enter broker name, license, and contact details.
03

Sign and date: Authorized signer signs with title and date.
04

Deliver to insurer: Send via carrier-preferred channel and keep proof of delivery.

How to set up an online BOR letter workflow

Configure a repeatable digital workflow that captures all required fields, enforces signer identity, and stores proof of delivery.

Field	Configuration
Policy Number	Required text field; enable validation for numeric/alphanumeric patterns
Broker Info	Grouped fields for name, license, and contact; make license conditional required
Authorized Signer	Require printed name, title, signature, and signer authentication
Delivery Proof	Capture timestamp, recipient, and method (email, upload, mail) automatically

Common submission paths insurers accept for BOR letters

Carriers and brokers accept BOR letters through several channels; choose the method supported by the insurer to avoid rejections.

Email submission: Send a signed PDF to the insurer's intake address; request read receipt.
Carrier portal: Upload the letter through the insurer's secure producer or client portal.
Mail or fax: Use certified mail or fax with confirmation when portals are unavailable.
Broker upload: Incoming broker may upload the BOR with a carrier-specified form or cover letter.

Digital delivery and verification options for BOR letters

Choose a delivery method that the insurer confirms as acceptable and retain copies with timestamps and signer attribution for your records.

Basic email: Signed PDF with delivery receipt
Authenticated eSign: Email link with access code or multi-factor authentication
Carrier portal: Native upload with account authentication

Timing and processing expectations for BOR letters

Processing times vary by carrier and distribution channel; allow time for administrative updates and commission reconciliation.

Immediate effect requests:

May require explicit carrier acceptance; not guaranteed without carrier confirmation

Standard processing window:

Allow 7–30 calendar days for insurer to update records

Policy renewal changes:

Submit ahead of renewal date to ensure broker is listed on renewal documents

Commission routing:

May take one billing cycle to reflect new broker routing

Proof retention:

Keep delivery and acceptance records indefinitely or per retention policy

Common mistakes that delay BOR letter processing

Incomplete policy identifiers: omitting or mistyping policy numbers causes misrouting and can delay carrier action by days or weeks.
Insufficient signer authority: a person without delegated authority signing for an organization can trigger insurer rejection or require corrected documentation.
Wrong delivery method: sending a letter to the incorrect carrier address or using a non-accepted channel often voids the submission and restarts processing.
Missing broker credentials: failing to include producer license or agency code prevents the carrier from assigning the broker and may block commission updates.

Risks and consequences of incorrect or incomplete BOR letters

Coverage gaps: Unclear appointments can lead to missed notices and potential coverage issues

Commission disputes: Incorrect routing may create commission disputes between brokers

Administrative delays: Carrier rework increases processing time

Legal challenge: Unauthorized signatures may prompt legal disputes

Denied changes: Carriers may refuse to act without clarified authorization

Recordkeeping failures: Lack of proof can complicate audits or regulatory reviews

eSignature provider comparison for submitting BOR letters (vendor overview)

Electronic submission and e-signature choices affect authentication, audit trails, and cost. The table compares common vendor pricing and capabilities.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
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, signatures, revocation, and electronic submission provide practical guidance for policyholders and brokers.

Need help? Contact support

Is a BOR letter legally binding?
Yes when it clearly expresses the policyholder's intent, is signed by an authorized party, and the carrier accepts it. Electronic signatures meeting ESIGN/UETA criteria are generally valid for this purpose.
Can I e-sign a BOR letter?
Most carriers accept electronic signatures that meet ESIGN/UETA standards. Confirm the insurer's submission policy and whether additional authentication or a carrier-specific form is required.
Does a BOR letter need to be notarized?
Not typically, but some carriers or situations may request notarization or additional proof of authority. Verify carrier requirements before notarizing to avoid unnecessary expense.
How do I revoke a BOR letter?
Revoke by submitting a dated, signed revocation to the insurer and to the appointed broker. Check carrier rules for accepted revocation format and effective date handling.
Who can sign for a company?
A corporate officer or an individual with delegated authority should sign. Include the signer's title or attach a corporate resolution demonstrating signing authority when required.
What if the insurer rejects the letter?
Review the insurer's rejection reason, correct any missing identifiers or authority documentation, and resubmit promptly. Keep records of correspondence and delivery confirmations.

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