Can an Insurance Reinsurance Confirmation be e-signed?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are satisfied.

When is notarization required?

Notarization is not typically required for a confirmation itself, but specific jurisdictions or attached exhibits may require notarization; verify state rules before execution.

What authentication should be used?

Use email plus SMS or stronger multi-factor authentication for higher assurance workflows; KBA or certificate-based signatures may be appropriate for sensitive confirmations.

How should disputes be handled?

Include clear governing law and dispute resolution clauses; preserve original executed copies and audit trails to support positions in mediation or arbitration.

How long must records be kept?

Retain confirmations per accounting and regulatory needs; IRS minimum is generally 3 years (IRC §6501(a)), and HIPAA requires 6 years for protected health information when applicable.

What if a signer’s name differs from records?

Resolve identity discrepancies before execution; mismatched legal names can cause payment or claims processing delays and may require corrective amendments.

Electronic Signature
Templates
Insurance
Insurance Reinsurance Confirmation

Insurance Reinsurance Confirmation

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

INSURANCE REINSURANCE CONFIRMATION

Parties

Cedent / Ceding Insurer:

Cedent Address

Reinsurer:

Reinsurer Address

Confirmation Reference

Confirmation Number / Slip No. Date of Confirmation

Reinsurance Terms

Type of Reinsurance: Treaty Facultative Quota Share Surplus

Original Policy / Risk Reference

Cession Share: Limit per Risk / Event: Aggregate Limit:

Deductible / Retention (Cedent): Premium (Gross): Commission:

Policy / Coverage Period: From to

Covered Classes and Territories

Covered Class(es): Property Casualty / Liability Motor Marine Life / A&H Financial Lines

Geographical Territory

Exclusions and Limitations

Standard exclusions applicable to this confirmation include but are not limited to: nuclear hazard, war and terrorism (unless specifically accepted), intentional acts of insured, and pollution unless otherwise endorsed. Any deviation from the cedent's original policy wording is noted below.

Additional Exclusions / Amendments

Claims Notification & Handling

Notices of Claim: Cedent shall give prompt written notice to Reinsurer of any claim or circumstance that may give rise to a claim under the reinsured risk in accordance with the underlying reinsurance agreement. Reinsurer's acceptance of a claim is subject to receipt of full documentation and compliance with the cedent duties set forth below.

Claims Contact Name Claims Contact Email / Phone

Payment and Recoveries

Recovery Payee / Remittance Name Remittance Address

Attachments & Documentation

Attached with this confirmation: Account Summary / Bordereau Policy / Slip Wording Loss History Underwriting Information

Representations, Warranties and Conditions

Cedent represents and warrants that the information supplied in connection with this confirmation is true, accurate and complete to the best of its knowledge; that the ceded exposure falls within the scope of the underlying policy and any named attachments; and that no material facts known to Cedent have been withheld. Reinsurer's acceptance is subject to receipt and verification of documentation and to the terms, conditions and warranties of the underlying reinsurance agreement.

Premium payment terms: Premium shall be payable in accordance with the schedule below and any late payment shall be subject to interest and applicable set-off as provided in the reinsurance agreement. Recovery payments due to Cedent shall be made net of agreed commissions and subject to valid proof of loss.

Premium Payment Terms / Schedule Governing Law / Jurisdiction

Confidentiality and Regulatory Compliance

The parties agree that this Confirmation and any non-public information exchanged are confidential and shall not be disclosed except as required by law or regulatory authority. Each party represents that it will comply with applicable anti-money laundering, sanctions and regulatory requirements in effect at the time of performance under this Confirmation.

Final Certification

By signing below the undersigned authorized representatives of Cedent and Reinsurer certify that they are duly authorized to bind their respective parties, that the terms set forth above constitute a binding reinsurance confirmation as of the Date of Confirmation, and that payment, claims and other obligations shall be governed by the terms of this Confirmation and the referenced reinsurance agreement.

Cedent - Printed Name:

By:

Date:

Reinsurer - Printed Name:

By:

Date:

What an Insurance Reinsurance Confirmation Is

An Insurance Reinsurance Confirmation is a written record that formalizes terms between a ceding insurer and a reinsurer after agreement on reinsurance coverage. It typically summarizes policy references, ceded limits, premium allocation, dispute resolution, effective and expiry dates, and facultative or treaty type. The confirmation serves as operational proof of transfer for accounting, claims handling, and regulatory review and can be executed on paper or electronically consistent with 15 U.S.C. §7001 (ESIGN) and applicable state UETA rules.

Why a Clear Confirmation Matters

A well‑formed confirmation reduces ambiguity about scope, timing, and financial obligations between primary and reinsuring parties, supports claims and audit workflows, and documents consent and attribution for enforceability under ESIGN/UETA frameworks.

Who Typically Prepares and Reviews These Confirmations

Key internal and external stakeholders commonly prepare, review, or rely on confirmations.

Ceding insurer contracts, underwriting, and finance teams that document ceded amounts and premium splits.
Reinsurer account managers and treaty administrators who verify coverage language, facultative acceptances, and pricing.
Legal, compliance, and auditors who confirm regulatory reporting, solvency updates, and contractual consistency.

Clear role assignment speeds review and reduces downstream disputes during claims or regulatory audits.

Primary Signers and Their Responsibilities

Ceding CFO

Authorizes and certifies the financial terms, confirms premium allocation, and ensures the confirmation matches accounting entries and regulatory reporting requirements; typically signs on behalf of the insurer.

Reinsurer Counsel

Verifies legal terms, limits of liability, and retrocession arrangements where applicable; confirms that the reinsurer accepts the documented terms before execution.

Essential Data Elements to Include

Policy Number: Exact policy identifier.

Coverage Period: Start and end dates.

Ceded Limits: Dollar limits or percentage.

Premium Split: Amount and payment terms.

Reinsurer Name: Legal entity name recorded.

Reference Clauses: Attachment of underlying treaty or wording.

Consequences of Incorrect or Missing Information

Claims Disputes: Coverage disagreements and delayed payments.

Regulatory Action: State insurance department inquiries possible.

Financial Misstatement: Incorrect reserves or premium reporting.

Contract Voidance: Material errors may challenge enforceability.

Audit Findings: Negative audit outcomes and remediation costs.

Professional Liability: Exposure for advisors or brokers.

Common Preparation Mistakes to Avoid

Using inconsistent policy identifiers between the confirmation and underlying policy, which causes reconciliation gaps and claim delays.
Failing to state whether the confirmation is facultative or treaty-based, leaving parties uncertain about recurrence or scope.
Omitting explicit premium payment timing or currency designation, creating mismatch in accounting and cash‑flow planning.
Neglecting to capture the exact governing law and dispute resolution venue, which complicates enforcement of rights.

Step-by-Step: Completing a Reinsurance Confirmation

Follow a concise sequence from drafting through final execution to ensure accuracy and traceability.

01

Draft: Populate policy, ceded limits, premium and effective dates.
02

Internal Review: Underwriting, finance, and legal confirm terms and consistency.
03

Reinsurer Review: Reinsurer verifies coverage acceptance and pricing.
04

Execute: Signatures applied and confirmation archived with audit trail.

Typical Routing and Approval Flow

A standard routing sequence minimizes handoffs and preserves an auditable trail from draft to executed confirmation.

Upload: Sender uploads confirmation template and fills known fields.
Place Fields: Insert signature, date, and initial fields for each signer.
Send to Signers: Generate signing links or send direct invites in order.
Archive: Store executed copy with audit trail and attachments.

Six Elements Every Professional Confirmation Should Include

A complete confirmation balances commercial detail with clarity so both parties and regulators can verify the transaction without referring back to multiple documents.

Parties

Full legal names of ceding insurer and reinsurer, with entity type and governing jurisdiction to prevent identity ambiguity.

Subject Policy

Clear reference to the underlying insurance policy number, insured name, and effective period that ties the reinsurance to a specific risk.

Coverage Terms

Exact ceded limits, attachment points, layers and exclusions so claims adjusters can quickly determine reinsurance applicability.

Financials

Premium amounts, payment schedule, fees, taxes, currency, and invoicing instructions to avoid reconciliation disputes.

Legal Provisions

Governing law, dispute resolution, termination rights, and references to treaty or facultative conditions for enforceability.

Execution

Signature block with authorized signers, dates, and an audit trail noting execution method and authentication.

Configuring an Electronic Workflow for Confirmations

Set up field types, signer order, and authentication to match your internal controls and regulatory obligations.

Field	Configuration
Signature Field	Require signer name, title, and date.
Order	Set signing sequence by party role.
Authentication	Use email+SMS or KBA where higher assurance is needed.
Attachments	Require treaty wording or exhibits before completion.

Distribution Channels and Technical Integrations

Choose delivery channels that preserve evidence of consent and attribution while integrating with existing systems.

Email Delivery: Simple distribution with timestamped audit trail.
API Integration: Connect to policy administration or accounting systems.
Cloud Storage: Archive executed confirmations in secure repositories.

Timing Expectations and Recommended Deadlines

Set clear internal deadlines for review and execution to avoid delayed coverage recognition or accounting impacts.

Draft Completion:

Within 5 business days of treaty placement or facultative acceptance.

Internal Approval:

Allow 3–7 business days for underwriting and finance sign‑off.

Reinsurer Response:

Request acknowledgement or counter‑signature within 10 business days.

Final Execution:

Executed confirmations retained once all parties have signed.

Accounting Close:

Match confirmation to the reporting period for accurate reserves.

Key Processing Milestones

Typical milestone sequence from negotiation to archival helps coordinate departments and preserve evidence for audits.

01

Draft Issued

Confirmation is drafted and initial data populated by ceding insurer.

02

Internal Approvals

Underwriting, finance, and legal complete their reviews and clear the document for sending.

03

Reinsurer Acceptance

Reinsurer reviews, suggests changes if any, and signs when terms are accepted.

04

Archive & Reconcile

Executed copy stored and matched to accounting entries and claims files.

Practical Examples of Digital Execution

Organizations in related industries use eSignature platforms to simplify confirmations and preserve audit trails.

Optica Ventures LLC

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Improved turnaround on confirmations by reducing in-person steps.
The result was faster processing, consistent audit trails, and fewer reconciliation issues when matching confirmations to accounting entries.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile and offline signing enabled completion anywhere.
This allowed timely execution during offsite placements and ensured confirmations were immediately archived with searchable metadata for later audits.

Practical Tips for Accurate and Efficient Completion

Adopt template controls and clear signatory rules to reduce errors and speed processing.

Standardize Templates

Use a single approved confirmation template that includes mandatory fields and required exhibits so teams do not omit critical contractual elements during fast placements.

Define Signatory Authority

Maintain a current delegated authority matrix and include printed name and title in the signature block to verify signer authorization and streamline counterparty acceptance.

Preserve Audit Evidence

Capture execution metadata (IP, timestamp, authentication method) and attach treaty wording to ensure the confirmation can be validated in audits or claims disputes.

Use Conditional Fields

When coverage variations exist, use conditional fields to surface additional clauses only when relevant, reducing clutter and minimizing user error.

Typical eSignature Vendor Comparison for Confirmations

Basic capability comparisons and starting prices help teams select an eSign provider that meets security and compliance needs without including dated references.

	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

Frequently Asked Questions and Troubleshooting

Answers to common execution, authentication, and storage questions when preparing reinsurance confirmations.

Need help? Contact support

Can an Insurance Reinsurance Confirmation be e-signed?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and retention requirements are satisfied.
When is notarization required?
Notarization is not typically required for a confirmation itself, but specific jurisdictions or attached exhibits may require notarization; verify state rules before execution.
What authentication should be used?
Use email plus SMS or stronger multi-factor authentication for higher assurance workflows; KBA or certificate-based signatures may be appropriate for sensitive confirmations.
How should disputes be handled?
Include clear governing law and dispute resolution clauses; preserve original executed copies and audit trails to support positions in mediation or arbitration.
How long must records be kept?
Retain confirmations per accounting and regulatory needs; IRS minimum is generally 3 years (IRC §6501(a)), and HIPAA requires 6 years for protected health information when applicable.
What if a signer’s name differs from records?
Resolve identity discrepancies before execution; mismatched legal names can cause payment or claims processing delays and may require corrective amendments.

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