To change who services a client's account, the new agency usually sends the carrier a signed ACORD 36, the Agent/Broker of Record Change form. The insured signs it, names the new agency, lists the affected policies, and states when the change should take effect. If any of those pieces are missing or do not match the carrier's records, the request stalls and the incumbent agency keeps servicing the account.
The form looks simple, which is why mistakes are common. Most rejections come from small gaps: a missing date next to a signature, a named insured that does not match the declarations page, or a signer without authority to bind the business. This guide walks through each section, explains what the carrier does after it receives the form, and shows how to avoid a delayed agency transition.
ACORD, the nonprofit that publishes standard forms for the insurance industry, designed the ACORD 36 so carriers receive the same information in the same order. It is a legal document signed by the insured that changes the account's insurance representation, not its coverage. Some carriers accept a letter on the new agency's letterhead instead, and some require their own form, so confirm the carrier's preference before you send anything.
How to Fill Out ACORD Forms for a Broker of Record Change
Before you open the form, gather the account information you will need. Pull the current declarations page for each policy so you can copy the named insured, mailing address, policy number, and writing company exactly. Note the current broker's agency name and the coverage lines involved. Make your form selection based on what the carrier accepts, and have your own agency details ready, including the producer's National Producer Number (NPN).
- Identify the insured and the signer. Enter the named insured exactly as it appears on the policy, including "LLC" or "Inc." For a business owner or a corporation, the signer must be an officer or authorized representative with signing authority for the entity. A store manager or office administrator usually does not qualify.
- List every policy that is moving. Use a separate line for each policy, with the line of business, the carrier name, and the policy dates. This policy information is what the carrier matches against its records. Leave out any policy the insured wants to keep with the incumbent agency. Clear policy details prevent the carrier from moving more or less than the client intended.
- Complete the new broker section. Enter the agency name, address, producer name, and any carrier producer code. If your agency is not appointed with that insurance carrier, the change cannot be processed until the appointment is in place, so check this first.
- State when the change takes effect. The effective date is usually the date the carrier receives the signed form, or a later date the insured chooses. Some carriers apply a waiting period before the change is final, and many commercial carriers notify the incumbent agency and allow a rescission period during which the insured can withdraw the request.
- Get a complete, dated signature. The insured signs and dates the form. Many carriers accept an e-signature through a recognized platform, but confirm this first, because some still want a wet signature on certain lines.
Commission handling varies. Under many carrier rules, commission payments on the current term stay with the incumbent, and the new agency earns commission at policy renewal. Still, some carriers move commissions at the change date. Ask the carrier for its rule in writing so the client conversation and your accounting match.
Submission methods also vary by insurance company. Many carriers accept the form through an agent portal or a dedicated broker of record email address, and some agency management systems offer fillable forms, eforms, and digital forms that load policy data automatically. The EZLynx support center, for example, describes generating ACORD forms and agency forms, including an agent/broker of record form, from a client center inside its software (EZLynx support article).
After you submit, record the date, the method, and any confirmation number. Follow up if you have not received confirmation within a few business days. Once the carrier approves, confirm that your agency shows on the policy summary in the carrier system and that your agency has policy access for endorsements, certificates, and claims.
Hypothetical example. A contractor with a general liability policy and a commercial auto policy with two different carriers wants to move both to your agency. You complete two separate requests, one per carrier, because each insurance carrier records its own policies. One carrier accepts an e-signature through its portal and confirms within three days. The other notifies the incumbent, gives the incumbent time to respond, and then processes the change. Your file shows the dates of both submissions, both confirmations, and the commission rule each carrier gave you.
Personal insurance works a little differently. Many personal lines carriers do not process a broker change on an active policy and instead expect the new agent to rewrite the coverage, often at renewal. Before you promise a client a quick agency change, check how that carrier handles it.
Your next step: build a one-page checklist for each carrier you work with that lists its preferred form, signature rules, timing rules, commission rules, and submission method, and store it with your other document library resources so every account manager follows the same process.
Frequently Asked Questions
What is ACORD 36 used for?
ACORD 36 is the standard form an insured signs to appoint a new agent or broker on existing policies. It tells the carrier which policies are moving, who the new agency is, and when the agent/broker of record change should take effect. It does not change coverage, limits, or premium. It changes only who represents the insured with that carrier.
Is ACORD 36 the only BOR form carriers accept?
No. Many carriers also accept a signed letter on the new agency's letterhead, and some require their own form instead of the ACORD version. The content is similar in each case: the named insured, the policies, the incoming agency, the timing, and a dated signature from someone authorized to sign. Ask the carrier which version it prefers before the client signs.
Can the incumbent agency stop a broker of record change?
The incumbent cannot simply block it, because the choice of insurance agent belongs to the insured. Many commercial carriers do notify the incumbent and allow a short period in which the insured can rescind the request. During that window, the incumbent may contact the client. If the insured does not withdraw the request, the carrier processes the change.
Does a broker of record change affect the insured's insurance coverage?
No. A broker change moves servicing rights, not the policy itself. The insurance policies stay with the same carrier, with the same terms and limits, until the insured or the carrier changes them. The new agency gains authority to manage the policy: it can request endorsements, submit a quote application for added coverage, and support policy service and claims.
Do I need to be appointed with the carrier first?
Yes, in most cases. A carrier will not record an agency that is not appointed with it, and an unappointed agency cannot place or service business with that company. Check your appointment before the insured signs so the request isn't rejected and the client isn't left between agencies while you complete the appointment.
