Embedded Files
Procedure: Issuing a New Personal Lines Client Policy
Procedure: Issuing a New Personal Lines Client Policy
Purpose:
This procedure outlines the steps for quoting, bridging, and issuing a new personal lines insurance policy, including documentation and follow-up requirements.
Step 1: Generate Initial Quote
Log in to the Rating System (PL Rater or Turbo Rater).
If you are not using a rater, create a NowCerts Account, then go to carrier site to run quotes and skip to step 11
Follow your specific Rater’s instructions to input client information and generate an initial quote.
Step 2: Bridge Quote to NowCerts
Once the quote is complete, bridge it to NowCerts.
In NowCerts:
Navigate to Rater Imports to locate the bridged quote.
Create a new account or update an existing client account.
Add a Sticky Note with useful details for future requotes (e.g., dogs, trampolines, pools).
Step 3: Bridge Quote to Carrier for Preliminary Info
Return to the Rater and bridge the quote to your preferred carrier (e.g., Progressive, Safeco).
Do not run the MVR at this stage to avoid unnecessary charges.
Verify that all information bridged correctly to the carrier site.
Review any pulled data such as:
CLUE reports
Proof of prior insurance
Accidents or claims
Step 4: Update and Re-Run Quotes
Return to the Rater and update any missing or corrected information.
Re-run the quotes to obtain accurate pricing.
Log in to the carrier sites to compare and select a final quote.
Step 5: Prepare for Policy Issuance
Once the client confirms they want to proceed:
Log in to the carrier site.
Run the MVR and finalize the quote.
5A. Verify Lienholders & Mortgage Companies:
Confirm all lienholder and/or mortgage company details are correct before issuance.
Ensure that any escrow accounts are accurately listed.
Step 6: Send Application for Signature
Download the application and send for signature.
We recommend using an electronic signature service (e.g., Adobe Sign, PandaDoc, Formstack).
Step 7: Notify Lienholders & Mortgage Companies
Send proof of insurance to all lienholders and/or mortgage companies.
Escrowed billing recommendation:
Do a 3-way call with the mortgage company and client to update information and arrange payment.
Mid-term policies:
Remind the client to deposit any refund checks back into the escrow account to avoid overdrafts.
Step 8: Collect Supporting Documents
Collect any outstanding documents:
Proof of good student
Alarm certificates
Appraisals, if applicable
Step 9: Complete Documentation in NowCerts
Upload the signed application to NowCerts.
This is required within 30 days of policy issuance to avoid a fine.
Issue the policy with the carrier.
If any documents are still required by the carrier, submit them immediately.
Step 10: Finalize Client Deliverables
Send the welcome email and/or ID cards to the client.
Review your account for any remaining follow-up tasks and complete them.
Client Signatures
Client Signatures
In accordance with the Department of Insurance, It is the responsibility of a licensed agent to make sure they obtain and retain record of client signatures for all written policies. Not having these can cause E&O claims to come back on the agent and also cause Platinum to be out of compliance with carrier partners. It is important to have sound procedures in place so that we don't run into any problems down the line that could jeopardize an agency's access or a carrier appointment.
These signatures must be stored under their insured’s account in NowCerts with the exception of applications that are sent out and stored by the carrier itself. If the e-signature documents are sent from the carrier, it is still the agent’s responsibility to follow up and make sure the insured signs them and that they appear on the carrier site. The agent will then need to write a note in the insured's NowCerts account confirming that the applications have been signed and are stored on the carrier site.
Auditing and Penalties
Platinum will check each policy that comes into its systems as follows:
One month after the effective date of the policy, we will do the first check. If there is no signed app on file, we will send out a notification letting you know and you will be charged a $5.00 penalty. Once you have received and uploaded the signed document from the insured, please reply to the email that was sent to you and let us know so that we can mark it as resolved.
Two weeks after the initial check, if we have not received a response from you indicating that the signed document is on file, we will send another notification and you will be charged with a $25.00 penalty.
Two weeks after that, meaning 2 months following the effective date of the policy, if you have not notified us that the signed document is on file, we will turn off your access to the carrier that is missing the signed application.
Page updated
Report abuse