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Insurance D&O Proposal Form

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INSURANCE D&O PROPOSAL FORM

Date of Proposal:   Broker or Producer:

1. INSURED / APPLICANT INFORMATION

 If Other, specify:

2. POLICY DETAILS (PROPOSED)

Coverage Form:   Requested Effective Date:   Requested Expiration Date:

Requested Extensions (check all that apply): 

3. CORPORATE ORGANIZATION & OPERATIONS

Does the organization have subsidiaries?   If yes, indicate number of subsidiaries:

4. LIST OF DIRECTORS & OFFICERS (PRINCIPAL)

Provide principal officers and directors. Attach complete roster if more space is required.

5. UNDERWRITING QUESTIONS — PLEASE ANSWER EACH ITEM

1. Has any claim, demand or suit been made against the organization or any past or present director or officer in the last five years?   

2. Is the organization aware of any facts, circumstances or incidents that might reasonably be expected to give rise to a claim?   

3. Has the organization or any director/officer declared bankruptcy, been adjudicated insolvent, or entered into receivership within the last five years?   

4. Have there been any acquisitions, divestitures, joint ventures or reorganizations in the last 36 months which materially affect assets or liabilities?   

6. EXCLUSIONS / PRIOR ACTS

The policy to be issued will contain standard exclusions including, without limitation, fraud/criminal acts by insured persons, bodily injury/property damage, and contractual liability beyond indemnification obligations. A Prior Acts exclusion or prior-known-facts exclusion may apply based upon the retroactive date. Applicant must disclose all known facts that could give rise to a claim.

Applicant acknowledges review of exclusions and confirms accuracy of disclosures:   

7. ATTACHMENTS CHECKLIST

Please attach the following documents where applicable and indicate below:

8. DECLARATION AND AUTHORIZATION

The undersigned authorized officer declares that the information contained in this proposal and all attachments is true and complete to the best of the undersigned's knowledge. The submission of this proposal does not bind the proposer to purchase, nor the insurer to issue, coverage. The proposer agrees that this proposal and any attachments shall form the basis of any policy issued.

The undersigned further represents that the organization has made all reasonable inquiries of its directors, officers and senior management to obtain the information required by this proposal form. The undersigned authorizes the release of claims history and financial information to insurers and their authorized representatives for the purpose of underwriting the requested coverage.

Warning: Any person who, with intent to defraud or knowing that they are facilitating a fraud against an insurer, submits an application containing a false statement may be guilty of insurance fraud under applicable law.

Authorized Officer Printed Name:

Title:

Signature:

Date:

Enter text✕

What the Insurance D&O Proposal Form Is and When It Applies

An Insurance D&O Proposal Form is the written application insurers use to evaluate directors and officers liability coverage for a corporate entity and its leadership. It collects the insured entity's legal name, corporate structure, financials, governance practices, prior claims and pending litigation, requested limits, and other underwriting details. Underwriters use the form to underwrite risk, set pricing, determine exclusions, and propose policy terms. Accurate, complete responses speed underwriting and reduce the chance of coverage disputes after placement.

Why a Complete Proposal Form Matters to Coverage and Pricing

A clear, accurate proposal form gives underwriters the facts they need to assess risk and offer competitive terms. Missing or inconsistent information can delay binding, trigger higher premiums, or create underwriting gaps that affect claim outcomes.

Why a Complete Proposal Form Matters to Coverage and Pricing

Who Typically Completes and Reviews the Proposal

Multiple parties are often involved; identifying a single point of contact reduces rework and speeds processing.

  • In-house risk or compliance teams prepare factual inputs and gather attachments for underwriting review.
  • Insurance brokers complete submission fields and coordinate clarifications with carriers and the insured.
  • Company counsel or outside coverage counsel reviews disclosures that could affect policy terms or exclusions.

Core Sections to Expect on a Professional D&O Proposal

A well-structured proposal groups information so underwriters can quickly evaluate governance risk, financial exposure, and claims history.

Insured Identification

Legal entity name, DBA names, entity type, address, FEIN and state of incorporation to ensure the policy covers the correct corporate and subsidiary structure.

Coverage Requested

Requested policy period, limit of liability, deductible/retention, and coverage extensions (e.g., entity coverage, employment practices coverage) that determine pricing and scope.

Prior Claims and Litigation

Detailed history of prior D&O claims, claim amounts, reserves, and outcomes; full disclosure helps avoid rescission and informs underwriting reserves.

Management and Governance

Board composition, turnover, director independence, and governance practices including audit committee oversight and disclosure controls that affect governance risk.

Financial Information

Recent financial statements, revenue, cash position, and material trends; insolvency indicators influence capacity, premiums, and coverage limitations.

Material Risk Factors

Pending government investigations, regulatory inquiries, M&A activity, or cybersecurity incidents that could materially increase exposure and require special underwriting terms.

Step-by-Step: Completing and Submitting the Proposal

Follow these steps to prepare a complete application and minimize underwriter questions.

  • 01
    Gather documents: Collect financial statements, prior claims files, and corporate records.
  • 02
    Complete fields: Answer every question; use attachments when space is limited.
  • 03
    Review internally: Have legal and finance confirm accuracy and consistency.
  • 04
    Submit to broker: Send the form and attachments to your broker or underwriting contact.

Typical Submission Workflow and Routing

A clear routing process reduces back-and-forth and shortens binding time.

  • Prepare application: Complete form and assemble exhibits.
  • Broker review: Broker validates and clarifies responses.
  • Underwriter assessment: Carrier reviews, requests underwriting questions, and issues terms.
  • Bind and issue: Insurer issues quote, binder, and policy documents upon acceptance.

Online Customization: Typical Workflow Settings

When configuring an online form, set authentication, required attachments, and routing rules to match your underwriting process.

Field Configuration
Authentication method Email link, SMS code, or stronger KBA authentication
Required attachments Force upload of financials and claims documentation before submission
Signer order Sequential signing for officer then broker then underwriter
Notification rules Email alerts to broker and risk manager on completion

Digital Signing and eSubmission Considerations

Ensure the platform supports conditional fields, secure storage, and an auditable completion certificate to meet compliance and underwriting needs.

  • Authentication: Email, SMS, KBA options
  • File formats: PDF and DOCX accepted
  • Audit trail: Timestamps and IP logs

eSignature Vendor Comparison for D&O Proposal Workflows

Compare common eSignature providers on starting price, trials, bulk-send capability, audit trail availability, HIPAA support, and envelope/document caps.

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 Varies
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

Essential Information Items Required on the Form

Legal Entity: Full legal name
Contact: Primary underwriter contact
Coverage Details: Requested limits and retention
Claims History: Summarized prior claims
Financials: Latest audited statements
Authorized Signer: Name, title, and date

Risks and Consequences of Incorrect or Incomplete Responses

Misstated Facts: May lead to claim denial
Late Submission: Potential coverage gap
Missing Signature: Application may be invalid
Non-Disclosure: Policy rescission risk
Wrong Entity: Limits enforcement issues
Incomplete Attachments: Underwriter delays and queries

Common Preparation Pitfalls to Avoid

  • Using informal or abbreviated legal names across documents creates mismatches that underwriters flag during bind and can delay issuance.
  • Failing to attach full prior claims files forces underwriters to request additional information, lengthening the underwriting cycle substantially.
  • Entering inconsistent dates for fiscal year ends, incorporation, or policy effective dates creates confusion that may require formal amendments.
  • Not identifying a single point-of-contact for follow-up leads to duplicated requests and increases the chance of conflicting responses.

Practical Tips for Accurate and Efficient Completion

Adopt a standardized internal checklist and a single repository for supporting documents to speed submission and reduce errors.

Centralize documentation
Keep audited financials, prior-claims files, and governance records in one secure folder and reference file names on the proposal to avoid missing attachments or version confusion during underwriting.
Assign a coordinator
Designate a single internal coordinator responsible for completing the form and responding to underwriting queries to reduce duplicate responses and ensure consistent disclosures across sections.
Use standardized formats
Provide financials and claims histories in PDF format with cover pages and document indices so underwriters can locate material quickly and reduce follow-up requests.
Confirm signer authority
Verify that the signer listed is authorized under corporate bylaws and that any delegated signing authority is documented in a board resolution or corporate secretary certificate to prevent acceptance delays.

Illustrative Submission Scenarios

These examples show typical ways brokers and companies use a standard D&O proposal to accelerate underwriting.

Broker Consolidation

A regional broker aggregates ten small tech clients into a single standardized proposal to streamline underwriting

  • Saves underwriter review time by grouping consistent exhibits
  • The broker reduced follow-up questions by attaching a uniform claims appendix and a single signed broker authorization covering all entities, enabling faster quote turnaround.

Corporate Secretary Workflow

A corporate secretary compiles governance records and signatory authorization for a mid-sized nonprofit before submission

  • Uses a single point of contact for questions
  • By verifying officer signatures, attaching board minutes, and confirming fiscal year-end statements, the organization minimized underwriter clarifications and shortened binding time.

Who Can Sign the Proposal on Behalf of the Insured

Chief Executive Officer

Typically authorized to sign insurance applications and attest to disclosures. If binding requires board authorization, provide a certified board resolution confirming the CEO's authority to execute insurance contracts.

Corporate Secretary

Often attests to corporate documents, signs certifications, and can confirm bylaws and signatory authorities. A corporate secretary certificate is commonly requested to validate signer's authority.

Typical Timing and Underwriting Response Expectations

Understand common timing milestones so you can plan submissions and follow-up effectively.

Renewal Window:

Submit 60–90 days before policy expiration to allow underwriting and negotiation

New Business Submission:

Provide full submission as early as possible; underwriters may take 10–21 business days

Requested Binders:

Binders issued upon acceptance and receipt of agreed premium or deposit

Underwriter Questions:

Respond within 2–5 business days to avoid underwriting delays

Policy Documents:

Final policy usually delivered within days of binding, subject to insurer workflows

Frequently Asked Questions About the Insurance D&O Proposal Form

Answers to common questions about completion, signatures, electronic submission, and post-submission steps.


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