Who must sign the mandate?

Authorized signatories are typically those with budgetary or contractual authority—procurement officers, CFOs, or delegated managers. Confirm authority levels in internal delegation-of-signature policies before execution.

Can the mandate be signed electronically?

Yes, electronic signatures meet legal tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention are documented.

Is notarization required?

Notarial requirements depend on state law and the mandate's purpose. If the mandate affects property or requires sworn statements, check the state notary requirements or include a remote online notarization clause where permitted.

What to do if data is incomplete?

Specify a discovery period in the mandate and require a certified list of missing items. Incomplete data should suspend timelines until complete submissions are received.

How long should records be kept?

Retain mandate records for the active term plus at least 3 years; healthcare-related materials require 6 years under HIPAA (45 CFR §164.530(j)).

How can the mandate be revoked or amended?

Include explicit amendment and revocation clauses describing notice periods, required approvals, and whether revocation terminates in-flight analyses or requires wind-down obligations.

Electronic Signature
Templates
Insurance
Insurance Study Mandate

Insurance Study Mandate

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

INSURANCE STUDY MANDATE

Client Name: Client ID / Reference:

Applicant / Insured Information

Full Legal Name Mailing Address

Primary Contact

Telephone

Email

Date of Birth

Policy Details (if applicable)

Existing Policy Type

Policy Number

Insurer Name

Coverage Amount

Deductible

Annual Premium

Policy Period (From / To) to

Scope of Study

The Consultant is mandated to conduct a comprehensive review of the Applicant's insurance program as identified below, to evaluate exposures, adequacy of existing limits, terms, conditions, and pricing, and to prepare written recommendations and a deliverables package. The study expressly does not bind or alter insurance coverage.

Coverage areas to be analyzed (check all that apply):

Property
General Liability
Commercial Auto
Cyber Liability
Professional Liability / E&O
Workers' Compensation
Business Interruption / Extra Expense
Directors & Officers
Other (specify below)

If Other, specify or provide additional objectives

Deliverables, Timeline and Fees

Required Deliverables

Expected Completion Date

Interim Reporting Frequency

Fee Arrangement (select one):

Fixed Fee
Hourly Rates
Agreed Fee Amount Payment Terms

Authorization to Obtain Records

The Applicant authorizes the release to the Consultant of underwriting files, loss runs, policy wordings, endorsements, claims files, risk surveys, and other relevant information from current and prior insurers, brokers, agents, and service providers. This authorization includes permission to contact third parties on behalf of the Applicant for the sole purpose of performing the Study.

Records / Entities Authorized (list insurers, brokers, administrators)

Confidentiality; Use of Information

The Consultant will treat all non-public information provided by the Applicant as confidential and will use such information solely for the performance of the Study. The Consultant may disclose necessary information to insurers or brokers in the course of obtaining proposals and may include de-identified summary data in internal benchmarking analyses. Confidential information shall not be disclosed except as required by law or with prior written consent.

Exclusions and Limitations

The Study is an advisory and analytical service only and does not:

Guarantee placement of insurance or specific terms.
Alter, amend, or create insurance coverage or contractual obligations.
Provide actuarial loss reserve certainties or legal opinions unless expressly agreed in writing.

Applicant acknowledges the foregoing exclusions and limitations

Beneficiary Information

Identify any person or entity designated to receive or benefit from recommendations or notices delivered as a result of this Study.

Beneficiary Name

Relationship to Applicant

Percentage

Certification and Declaration

I certify that the information provided in this Mandate and accompanying documentation is true, complete and accurate to the best of my knowledge. I understand that the Consultant will rely upon this information in performing the Study. I agree to indemnify and hold harmless the Consultant for actions taken in good faith reliance on the information provided, except for willful misconduct or gross negligence.

Additional Representations or Comments

Applicant Printed Name:

By (Signature):

Date:

What the Insurance Study Mandate Is

An Insurance Study Mandate is a formal authorization and instruction set that commissions a structured review of insurance needs, coverage gaps, and premium exposure for a named entity or portfolio. It typically defines scope, data sources, analysis methods, timeframes, and deliverables so insurers, brokers, or internal risk teams can produce a comparative study or recommendation. The document establishes responsibilities, confidentiality expectations, and acceptance criteria; it can be executed on paper or electronically, subject to ESIGN (15 U.S.C. ch. 96) and applicable state UETA rules for legal enforceability.

Why an Insurance Study Mandate Matters

A clear mandate aligns stakeholders on objectives, reduces scope creep, and creates an auditable record for procurement, compliance, and internal approvals.

Who Typically Prepares and Signs This Mandate

Common preparers and signers include risk managers, benefits directors, procurement officers, external brokers, and legal counsel who need documented authorization prior to study execution.

Risk managers and insurance buyers responsible for coverage strategy and vendor selection.
Brokers and consultants engaged to perform comparative analysis and recommendations.
Chief financial officers or procurement leads who approve budgets and contractual terms.

In larger organizations, multiple signers may be required to confirm budgetary approval, legal review, and acceptance of deliverables.

Essential Components of a Professional Mandate

A robust mandate combines scope, deliverables, governance, and data controls so recipients can execute the study without back-and-forth clarification.

Scope of Work

Define insured entities, lines of coverage, time periods, and the precise analytical tasks required (e.g., gap analysis, market benchmarking, loss-run modeling).

Deliverables

List required outputs such as comparative premium quotes, coverage matrix, executive summary, assumptions, data tables, and final recommendations in specified formats.

Data Requirements

Specify required documents (loss runs, policy terms, exposure data), acceptable formats, transfer method, and any redaction or de-identification rules.

Timeline and Milestones

Set dates for kickoff, interim reports, draft review, and final delivery while defining review windows and acceptance criteria for each milestone.

Confidentiality and Compliance

Include nondisclosure terms, data handling obligations, and references to regulatory standards (for example, HIPAA where relevant).

Authorization and Signatures

Identify authorized signatories, execution method (electronic or wet ink), and any notarization or witness requirements applicable in jurisdiction.

Step-by-Step: Filling and Issuing the Mandate

Follow these sequential steps to create, approve, and distribute a legally effective mandate.

01

Prepare Documents: Collect policies, loss runs, and exposure data before drafting the mandate.
02

Draft Scope: Define analysis tasks, timeline, and expected outputs clearly in writing.
03

Obtain Approvals: Secure sign-offs from procurement, legal, and finance as required.
04

Issue Mandate: Send to selected brokers/insurers with attachments and tracking instructions.

How to Configure an Online Mandate Workflow

Configure the online workflow to match approval order, authentication level, and delivery format for efficient execution.

Field	Configuration
Signer Order	Sequential or parallel routing per organizational approvals.
Authentication	Email link with optional SMS code or KBA for higher assurance.
Attachments	Require PDF loss runs and policy copies; validate file types.
Retention	Set document retention and export options for legal recordkeeping.

Typical Digital Submission Flow

A standard e-submission reduces friction and preserves an audit trail for each action and decision.

Upload and Tag: Upload mandate and attachments; tag required fields and responsible parties.
Assign Reviewers: Assign reviewers and set sequential or parallel approval steps.
Sign and Timestamp: Signers authenticate and apply signatures; system captures timestamps and IP addresses.
Archive and Notify: Final signed package archived and notifications sent to stakeholders.

Technical Options for Sharing and Signing

Choose distribution channels and integrations that match your security and workflow requirements.

Email and Links: Send secure signing links or authenticated emails for reviewers and signers.
Integrations: Connect to Salesforce, NetSuite, Microsoft 365, Google Workspace, and other systems.
Storage: Archive signed files to Box or Egnyte with retention controls.

Ensure the chosen platform supports the needed authentication, audit trail, and file formats (PDF, DOCX) to meet legal and operational requirements.

Key Milestones in the Mandate Lifecycle

Track major milestones from request to final acceptance to avoid missed deadlines and delivery gaps.

01

Request Received

Start date when all required data and authorization are complete.

02

Preliminary Analysis

Initial review and gap identification performed by the analyst.

03

Draft Report

Delivery of draft recommendations for stakeholder review.

04

Final Acceptance

Sign-off on final report and closure of the mandate.

Typical Time Expectations and Critical Dates

Assign realistic internal deadlines and communicate them to vendors to ensure timely delivery.

Kickoff Window:

Begin within 5–10 business days after full data receipt.

Interim Draft:

Provide a draft within the agreed interim timeframe, commonly 10–30 days.

Review Period:

Allow a 5–10 business day window for stakeholder feedback.

Final Delivery:

Finalize report within the remaining contract period or agreed SLA.

Record Start:

Retention period begins on final acceptance date.

Common Pitfalls to Avoid

Vague scope definitions that force multiple costly addenda and delay decision-making.
Incomplete attachments such as missing loss runs or truncated policy pages that produce inaccurate pricing comparisons.
Wrong signatory authority leading to rejected mandates or the need to re-execute agreements.
Insufficient data security language or missing HIPAA/BAA protections when handling protected health information.

Required Data Elements and Metadata

Mandate ID: Unique reference code

Insured Name: Full legal entity

Policy Period: MM/DD/YYYY range

Attachments: Loss runs, policies

Approving Officer: Name and title

Audit Trail: Timestamps and signer info

Consequences of Errors or Noncompliance

Contractual Breach: Financial damages possible

Coverage Gap: Claims may be denied

Regulatory Risk: Fines or enforcement action

Data Exposure: Privacy violations and liability

Operational Delay: Missed renewal windows

Invalid Execution: Signature or authority dispute

Vendor Pricing and Feature Comparison for Mandate Execution

Signatures and bulk distribution costs vary by vendor and plan; signNow is listed first for direct feature comparison without date qualifiers.

	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	Yes, 7-day trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
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 Study Mandates

Answers to common legal, executional, and technical questions about drafting, signing, and storing the mandate.

Need help? Contact support

Who must sign the mandate?
Authorized signatories are typically those with budgetary or contractual authority—procurement officers, CFOs, or delegated managers. Confirm authority levels in internal delegation-of-signature policies before execution.
Can the mandate be signed electronically?
Yes, electronic signatures meet legal tests under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and reliable record retention are documented.
Is notarization required?
Notarial requirements depend on state law and the mandate's purpose. If the mandate affects property or requires sworn statements, check the state notary requirements or include a remote online notarization clause where permitted.
What to do if data is incomplete?
Specify a discovery period in the mandate and require a certified list of missing items. Incomplete data should suspend timelines until complete submissions are received.
How long should records be kept?
Retain mandate records for the active term plus at least 3 years; healthcare-related materials require 6 years under HIPAA (45 CFR §164.530(j)).
How can the mandate be revoked or amended?
Include explicit amendment and revocation clauses describing notice periods, required approvals, and whether revocation terminates in-flight analyses or requires wind-down obligations.

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