Understanding the ACORD 36 Agent of Record Form
In 2023 alone, the United States insurance industry produced $1.54 trillion in written premiums. Because of this enormous figure, having effective insurance representation through an broker of record is vital for agencies and policyholders alike. Yet, switching insurance representatives involves more than a simple handshake. That’s where the ACORD 36 form also known as the ACORD Agent of Record form, comes in.
This standardized document officially grants a new agent or broker the authority to manage your insurance policies. Without it, your incoming representative cannot perform crucial tasks such as processing claims or making policy changes.
Filling out these forms correctly is essential if you want to maintain continuous coverage and avoid any bumps when you switch service providers. To help you through this, we’ve put together a complete guide on every step of the broker change form, from assembling the necessary details to confirming proper authorization.
What is an ACORD 36 Agent of Record form?
What is an ACORD 36 agent of record form?
Often referred to as the “Agent/Broker of Record Change” document or simply the broker change form, the ACORD36 form is a standardized insurance industry form developed by the Association for Cooperative Operations Research and Development (ACORD). It serves as the official authorization that enables a new agent or broker to represent a policyholder with their insurance company.
When filled out and submitted correctly, this document gives the new representative complete authority to manage policies, request changes, talk about coverage specifics, and handle claims processing. It effectively moves servicing rights from the old insurance representative to the new one, keeping the same insurance carrier relationship intact.
When to use an agent of record change form
There are a few common scenarios that call for an ACORD36 form:
- A policyholder wants to switch to a different insurance representative
- A business is acquired by another agency
- Multiple policies are consolidated under one broker
- The current agency retires or goes out of business
- You need more specialized service for a particular line of business
Submitting this form creates a distinct boundary between the outgoing and incoming representatives and clarifies who has authority. Without it, carriers are unable to legally acknowledge the new agent’s right to handle the policy.
Required information before you begin
Before filling out the agent of record form, make sure you collect the following:
- Policy details: Policy numbers, coverage types, and expiration dates
- Current agency information: The existing agent’s name, address, and contact info
- New agency details: Full contact info for the incoming broker
- Policyholder information: Legal name, street address of insured, city of insured, state of insured, zip code of insured, plus any relevant contact details
- Policyholder authorization: Insured’s signature from a person with the legal authority to initiate this change
Also, look into any special requirements from the carrier, since some may need additional documents or have unique ways of submitting. Preparing these essentials ahead of time will help keep the broker recognition process smooth and efficient.
Step-by-Step Agent of Record Form Completion Guide (Broker or Record Change)
Accurate completion of the agent of record form allows you to go forward without unnecessary hold-ups. Taking a methodical approach can streamline the process and cut down on mistakes.
Filling out policyholder information
Begin by entering the policyholder’s full legal name exactly as shown on current policies. If you’re dealing with a business, write out the entire company name and include any formal designations like “Inc.” or “LLC.” After that, include the complete mailing address—street address of insured, city of insured, state of insured, and zip code of insured—plus phone numbers and email addresses. Be sure these details match what’s on record with the carrier to avoid any processing setbacks.
Documenting current agency details
In this part, provide the existing agent’s details accurately, including:
- The agency’s complete name
- Producer code (if available)
- The agent’s contact information
- Relevant policy numbers linked to this change
Exactness matters here, since carriers rely on these details to confirm the current relationship before allowing any modifications.
Adding new broker information
Give the carrier thorough information for the new ACORD broker of record, which should include:
- The agency’s full name and address
- Producer code with the carrier (if one exists)
- The producer’s name and contact info
- Any required license numbers
Since some carriers want more details about the new broker’s appointment status or connections to certain insurers, be sure to check their guidelines in advance.
Setting the effective date
The effective date marks the moment the new broker formally begins managing the policy. Keep these points in mind:
- Many carriers want at least 30 days’ notice
- Certain states enforce their own waiting periods
- In many cases, carriers time the change to policy expiration dates
These days, most carriers will accept e-signatures via services like DocuSign or Adobe Sign, as long as they meet E-SIGN Act standards and preserve an acceptable audit trail.
Common signature mistakes to avoid on the agent of record form
A variety of signature problems can render your broker change form invalid:
- Missing dates by the signatures (one of the top reasons for rejections)
- A person without the authority to bind the organization signing the form
- Signatures that differ from those on previous policy paperwork
- Unfinished sections or empty signature fields
- Using initials instead of the full signature when that isn’t allowed
- Using an outdated title for a corporate signer whose role has changed
Also, trying to send in photocopied signatures or using a stamp is likely to be rejected. More and more insurance carriers use advanced methods to confirm proper authorization. Always check the carrier’s specific requirements in this area, since they can vary widely.
Common Challenges When Completing ACORD 36 Agent of Record
Despite thorough planning, filling out an broker of record form can still pose several common hurdles. These may slow down the transition or lead carriers to reject the form entirely.
Addressing incomplete information
One of the main causes of rejections is missing information. In fact, carriers say over 65% of forms sent in have at least one blank field. The most commonly overlooked items are:
- Tax ID numbers
- Complete policy details (especially if only partial numbers are given)
- Contact information for everyone involved
- Extra documentation some carriers demand
To avoid these slip-ups, develop a detailed checklist for each insurance company’s needs. Many agencies also rely on internal quality checks, where a second team member reviews forms before submitting the broker change form.
Handling multiple policies
Shifting brokers for several policies at once adds a layer of difficulty. In most cases, you’ll need to fill out a separate ACORD 36 form for each insurance carrier, even if it’s for the same customer. However, certain carriers let you use a single form with a schedule listing each policy involved. This can save time but also requires meticulous accuracy—one mistake can derail the whole submission. Be sure to confirm each carrier’s rules about transferring multiple policies ahead of time.
Managing effective dates properly
Scheduling is another major obstacle in agent of record change paperwork. Many carriers have strict timelines for broker of record changes:
- They often want 30–90 days’ notice
- Changes typically line up with policy expiration
- Mid-term modifications can prompt extra scrutiny
Even if the form is signed, a carrier can still refuse changes that don’t meet its timing guidelines. So, confirm any scheduling specifics early in the process to avoid repeated denials. Reaching out to the carrier beforehand is a proactive way to sidestep timing-related setbacks.
Submitting Your Completed Agent of Record / Broker of Record Form
Once you’ve thoroughly filled out and signed your broker of record form, your last key task is sending it in. Each carrier has its own submission procedures, and selecting the appropriate channel can help speed up processing.
Electronic submission options
Today, most insurers offer digital ways to submit BOR forms:
- Carrier portals: Insurers often have secure online portals where agents can directly upload documents, usually receiving a confirmation number on the spot.
- Email submission: Some carriers let you send PDF attachments to specific email addresses. Double-check you have the right email address and be sure to list policy numbers in the subject line.
- Agency management systems: Many modern AMS tools link to carrier systems for quick and easy document submission.
Before you submit electronically, confirm what file format the carrier accepts. Generally, carriers want readable PDFs (not just scans) so they can capture data precisely.
Confirmation and follow-up procedures
After sending in your form, create a structured follow-up plan:
- Note the submission date, how you sent it, and any confirmation numbers
- Wait three to five business days before checking in
- Reach out to both the carrier and your current agency to confirm they received it
- Ask for written confirmation of where things stand
If things get stuck, consider contacting the carrier’s broker relations team instead of general customer service. They often handle broker of record cases more effectively.
Lastly, keep track of the effective date and confirm the new broker relationship is correctly displayed in the carrier’s system to avoid any interruptions in coverage.
Conclusion on the Agent of Record Form
Completing ACORD 36 (Agent of Record / Broker of Record) forms correctly is crucial for ensuring smooth changes in insurance representation. Because these standardized documents demand close attention to detail—from gathering accurate policy data to getting the right signatures—we suggest putting together a thorough checklist before you start.
Keep in mind that every insurance provider has its own conditions for agent of record change. Staying in regular contact with carriers helps avoid problems and keeps the transition moving.
Finally, hold on to detailed records of everything you submit, any confirmations, and each follow-up. That way, both agencies and policyholders stay protected throughout the process. In short, a solid plan, precise paperwork, and following the carrier’s rules set you on the path to a successful broker transition.
