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Member's Declaration Form

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Member’s declaration form

Please answer all the questions on this form, fully and accurately. If we don’t have all the information needed or if it’s not accurate, it could affect how quickly we can process this application for cover under a group policy and benefits when a claim is made. Additionally, we cannot process this application if the member hasn’t signed this form under sections 8 and 9.

CONFIDENTIALITY

We take client confidentiality very seriously and follow strict guidelines regarding the medical information provided on this form and any additional medical reports we obtain. We have a confidentiality policy in place and all medical information is held securely.

1. Scheme details





2. Personal details


2.2 What is your gender?


2.4 What is your current personal status? Please tick only one box.





3. Occupation details


3.2 Would you describe your occupational duties as:



4. Travel details

4.1 During the last 5 years, have you spent more than 90 consecutive days in Africa, Caribbean, Russia, South America, Asia or Ukraine?


4.2 During the next two years, do you intend to spend more than 30 consecutive days outside the UK or travel for any duration against Foreign Office advice?


5. Lifestyle


OR


OR


OR

5.4 Has your weight changed by more than 2 stone (12.6kg) in the last 12 months?




5.7 Have you ever been medically advised to reduce your alcohol consumption?




5.8 Have you smoked cigarettes or used nicotine replacements including electronic cigarettes, chewing tobacco, cigars or pipe tobacco in the last 12 months?


5.9 In the last five years have you used any recreational drugs, other than cannabis, for example ecstasy, cocaine or heroin?

5.10 Have you ever tested positive for HIV, Hepatitis B or C or are you awaiting the results of such a test?








5.11 In the last five years have you been exposed to the risk of HIV infection?








5.13 Do you take part in, or intend to take part in any hazardous or dangerous activity or pursuit?


6. Work and Health


6.2 Have you ever been absent from work for more than two consecutive weeks due to illness, sickness or accident?


6.3 Has your health ever affected your ability to perform your occupational duties?


7. Medical


7.2 In the last five years, have you been diagnosed as having high blood pressure, been treated for it or ever had a blood pressure reading greater than 150/90?



7.3 In the last five years, have you been diagnosed with having high cholesterol, been treated for it or ever had a cholesterol reading greater than 6.5?



7.4 Have you ever been diagnosed with Diabetes or having sugar in the urine?



7.5 Have you ever consulted a doctor or any other health care professional due to any form of stress, anxiety, depression or mood disorder?

7.6 Have you ever had a panic attack?

7.7 Do you or have you ever suffered from Myalgic Encephalomyelitis (ME), Chronic Fatigue Syndrome (CFS) or post-viral fatigue?

7.8 Have you ever had a nervous breakdown?

7.9 Do you suffer with a bipolar disorder or schizophrenia?

7.10 Has your doctor or any other health care professional ever advised you to take medication for stress, anxiety, depression or any other psychological condition?

7.11 Have you undergone any other form of treatment for psychological conditions, such as counselling or Cognitive Behavioural Therapy (CBT)?


7.12 Do you currently have or have you ever had any of the following?

7.12.1 In the last five years, have you had any of the following?

7.13 Do you currently, or in the last five years, have you ever had any of the following where no underlying cause has been identified?

7.14 Are you currently taking or receiving any treatment that you haven’t already told us about?

7.14.1 Are you awaiting the results of any tests or investigations that you haven’t already told us about?

7.14.2 In the last 30 days, have you had a new or unexplained continuous cough, fever or high temperature?

7.14.2 In the last 30 days, have you tested positive for or been diagnosed with coronavirus/COVID-19?

7.14.3 In the last 14 days, have you been self-isolating or been advised you should?

Had direct contact with someone who has been diagnosed with, or suspected of having coronavirus?

7.15 Have any of your family members, before the age of 65, died from, or suffered from, heart disease, a stroke, diabetes, high blood pressure, kidney disease, cancer, multiple sclerosis, nervous disorder, paralysis or any hereditary disorder?

7.16 As part of your occupation or as part of your employment benefits, are you required to attend for regular, annual or biannual medical examinations?


7.18 Have you applied to Legal & General for any other life protection products (either as an individual or through your company)?

7.19 Have you ever had an application for life, health assurance or critical illness cover declined, postponed, or accepted with special terms or restrictions, or have you withdrawn an application yourself from this or any other company in the past?

8. Access to medical reports consent

Notice of your Statutory Rights under the Access to Medical Reports Act 1988, the Access to Personal Files and Medical Reports (Northern Ireland) Order 1991, and the Isle of Man Access to Health Records and Reports Act 1993.

If Legal & General need to obtain a report from my doctor:


Name in BLOCK CAPITALS

Signature (by hand on completed, printed form)

Date (DD/MM/YYYY)

9. Declaration and consent to use your information

Please ensure that you have read the notes at the beginning of this form and carefully check the answers you have given to the questions before accepting the following declaration.

I declare that, to the best of my knowledge and belief all the statements made, including anything I may have said, are true and complete and have been recorded accurately in this application.

By signing below, I consent to Legal & General processing my medical and health information that I have provided so they can assess my employer’s application, administer the policy and process a subsequent claim in line with Legal & General’s Privacy Policy.

Name in BLOCK CAPITALS

Signature (by hand on completed, printed form)

Date (DD/MM/YYYY)

Notes

Contact us

0345 072 0753

groupprotection.medicalunderwriting@landg.com

legalandgeneral.com/workplacebenefits

Group Protection – Medical underwriting team, Legal & General Assurance Society Limited, Knox Court, 10 Fitzalan Place, Cardiff CF24 0TL.

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What the Member's Declaration Form Is and when it's used

The Member's Declaration Form is a signed statement used by organizations and membership-based entities to confirm an individual's status, responsibilities, and acceptance of terms. It typically records personal identification, membership category, effective date, rights and obligations, and any declarations required for compliance or benefits. Commonly used in associations, cooperatives, retirement plans, and membership corporations, the form creates a clear record for internal governance and external audits. When completed and retained correctly, it supports eligibility determinations, dispute resolution, and regulatory reporting.

Why a clear Member's Declaration Form matters

A properly completed Member's Declaration Form clarifies membership status, documents consent to rules and fees, and provides evidence for benefits and disciplinary actions. It reduces administrative ambiguity, supports compliance audits, and creates an auditable record for internal and external review.

Why a clear Member's Declaration Form matters

Who prepares and signs this form

Common users who prepare or sign this form include membership administrators, HR staff, and governing board officers responsible for recordkeeping.

  • Membership administrators who manage enrollment, renewals, status changes, and membership databases.
  • HR or benefits teams verifying eligibility for member-only programs and services.
  • Board members and compliance officers using declarations for governance and audits.

Signers range from individual members to authorized representatives; retention and access policies vary by organization and applicable law.

Step-by-step: completing and validating the form

Follow this sequence to complete and validate the Member's Declaration Form accurately and legally before submission.

  • 01
    Prepare: Gather identification, membership records, and any supporting documentation required for declarations.
  • 02
    Complete: Enter each field carefully, use MM/DD/YYYY for dates, and verify spelling and member identifiers.
  • 03
    Sign: Signer authenticates and applies a handwritten or compliant electronic signature, with required witness or notary steps as applicable.
  • 04
    Retain: Store the executed copy with audit metadata and make accessible for compliance and future verification.

From completion to filing: typical routing

This flow shows how the form moves from completion to review, storage, and retrieval for audits or member requests.

  • Local Office: Deliver the completed form to membership administration for verification and initial review.
  • Central Records: Upload the executed PDF to the organization’s secure records repository for indexing and backup.
  • Compliance: Provide copies to compliance or legal teams when requested for audits or regulatory inquiries.
  • Member Copy: Send a signed PDF copy to the member via secure email or the membership portal for their records.

Configuring a digital workflow for the Member's Declaration Form

Use consistent field types and validation in your signing platform to reduce errors and speed processing through automated checks.

Field Configuration
Date Field MM/DD/YYYY; auto-fill today as default when appropriate
Name Field Full legal name required; enable exact-match validation against stored records
Checkboxes Use required flags for mandatory declarations to prevent submission without answers
Attachment Accept PDF/JPG for supporting ID; make file upload mandatory when needed

Technical requirements for eSubmission and storage

Confirm the file formats, signer authentication, and integrations you need before enabling e-submission.

  • File formats: Accept PDF and DOCX for canonical executed copies
  • Authentication: Support email, SMS code, or stronger KBA/ID checks per risk model
  • Integrations: Connect with CRM and storage systems such as Salesforce or NetSuite

Use a platform that supports required authentication, audit trails, and your recordkeeping integrations to simplify retrieval and compliance.

Key sections to include on a professional form

A well-designed Member's Declaration Form groups essential data, consent language, and authentication elements to create a legally useful record.

Member Details

Collect full legal name, date of birth, contact information, and the organization-assigned member identifier. Exact name matching with government ID prevents identity and tax-reporting mismatches that create administrative burden.

Membership Type

Specify class or tier (for example, Regular, Associate, Student), associated privileges, and any fee schedule. Clear classification reduces disputes about entitlements and billing.

Declarations

Include direct, itemized statements the member must affirm (eligibility facts, conflict disclosures). Use separate checkboxes or initial lines for each required declaration to avoid ambiguity.

Effective Date

Record the effective date in MM/DD/YYYY format and indicate whether rights/fees begin immediately or on a set schedule to avoid timing disputes.

Consent & Privacy

Include consent for data processing and a brief privacy notice when collecting personal or health-related information; reference any separate HIPAA or data-sharing addenda where required.

Signature Block

Provide space for signer name, date, and signature type. Note any witness or notary fields and capture signer authentication metadata in the audit trail.

Practical checks to reduce errors and rework

Adopt these practical, compliance-focused steps to reduce errors, speed approvals, and ensure the form meets audit and legal requirements.

Always verify identity before accepting form
Compare the entered name to government ID or organizational records and capture ID type; mismatches often trigger backup withholding or rework.
Use required validation on critical fields
Mark member name, effective date, declarations, and signature as required fields and use date and format validation to prevent incomplete submissions.
Record the method of signature and authentication
Capture whether the signature was electronic or handwritten, the authentication method used, and the signer’s IP or device metadata for attribution.
Keep an accessible, versioned record
Store executed copies with version control, indexed metadata, and a clear retention policy so the document is retrievable for audits or member inquiries.

Common issues to watch for

  • Incomplete fields that delay processing and require re-signing.
  • Mismatched names causing tax or benefits reconciliation problems.
  • Missing witness or notary when a state requires authentication.
  • Unclear declarations that lead to disputes over membership rights.

Consequences of errors or omissions

Incorrect TIN: Triggers 24% backup withholding
Missing Signature: May render the document unenforceable
False Statement: Can create civil or criminal liability
Late Submission: Causes delays in benefits or eligibility determinations
Privacy Breach: Exposes HIPAA or data-protection risk when health data is included
Notarization Omitted: May fail state authenticity or probate checks

Timing and deadlines to keep in mind

Deadlines depend on internal policies and external triggers such as tax reporting or benefit enrollment windows.

Submission Timing:

Provide upon request; no universal federal deadline

Effective Date Rules:

Use the date entered to determine when rights and obligations begin

Tax Reporting Triggers:

Certain declarations can trigger 1099 reporting or backup withholding

Retention After Termination:

Keep records beyond membership termination for audit support

Notarization Window:

If notary required, notarize within the time allowed by state law

Key processing milestones for a completed form

Track these sequential milestones from initial completion through long-term retention to monitor processing and compliance status.

01

Preparation Complete

All fields and attachments gathered and verified before signer receives the form.

02

Signature Applied

Signer completes signature and any witness or notarization steps are performed as required.

03

Internal Review

Membership or compliance team reviews and approves the executed form for record entry.

04

Storage and Indexing

Execute secure upload to records system with searchable metadata and audit trail preserved.

eSignature pricing comparison relevant to Member's Declaration Form workflows

Compare starting prices and core features for common eSignature vendors. signNow is listed first per table convention; verify plan details with each vendor before purchase.

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 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
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Real-world examples of using the Member's Declaration Form

These examples show how organizations use the form to centralize records, support remote signing, and preserve compliance evidence.

Martin Properties — Founder

Martin Properties uses a Member's Declaration Form to complete remote member signings and maintain secure records across devices.

  • Eliminates need for in-person signatures.
  • Tim Martin: "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Optica Ventures — COO

Optica Ventures streamlined member onboarding using an electronic Member's Declaration Form to reduce manual entry and centralize records.

  • Audit trail ensured signer attribution and timestamp.
  • COO Brian Fitzgibbons said, "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers." Optica used airSlate SignNow to centralize signatures and reduce processing time.

Essential data elements at a glance

Full Name: Enter full legal name exactly
Date of Birth: Use MM/DD/YYYY format
Member ID: Organization-assigned member identifier code
Membership Class: Category, e.g., Regular, Associate
Effective Date: MM/DD/YYYY — governs rights
Signature: Handwritten or electronic with audit

Representative signer profiles

Member (Individual)

A typical individual member signs to confirm identity, membership class, and acceptance of rules. The form may establish eligibility for benefits, authorize fee deductions, and provide consent for data processing. Accurate name and date are essential to prevent administrative or tax withholding errors.

Authorized Rep

An authorized representative signs on behalf of a member only when written authority exists. The form should capture the representative's authority scope, identification, contact, and documentation such as power of attorney or corporate resolution to avoid disputes and ensure enforceability.

Frequently asked questions and troubleshooting

Answers to common questions about electronic signing, notarization, retention, and signer authentication for the Member's Declaration Form.


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