Services
Broker of Record
Appoint Societies Insurance as your broker of record without cancelling or rewriting your coverage. Download the ACORD 36 or our sample letter and see how the process works.
What a broker of record change does
A broker of record (BOR) letter tells your insurance company which agency represents you. When you appoint Societies Insurance as broker of record, we take over servicing your existing policy and can negotiate its renewal, without cancelling or rewriting your coverage.
Your policy
Coverage, policy number, premium, effective dates and the insurance company do not change.
Who represents you
Societies Insurance handles your service requests, certificates, changes, claims advocacy and renewal.
No fee to switch
Changing brokers costs you nothing. The carrier pays the agency of record its commission.
Unlocks blocked carriers
If another broker already submitted you to a carrier, a BOR lets us quote with that carrier for you.
Broker of record forms
Use the ACORD 36 or our sample letter. Many carriers accept either; some require their own form, which we'll send you if needed.
How to change your broker of record
- Gather your policy informationYour declarations pages show the insurance company, policy numbers and dates. Send them to us and we'll confirm exactly which policies the letter should cover.
- Complete the letter or ACORD 36Prepare one per insurance company, on your company letterhead for a business, listing every policy you want us to handle and the date the change should take effect.
- Sign itThe named insured must sign. For a business, an owner or officer with authority signs and includes their title. Unsigned or undated letters are rejected.
- Send it to Societies InsuranceEmail the signed letter to info@societiesinsurance.com. We submit it to the carrier and request confirmation.
- Carrier notifies your current brokerMost carriers give the current broker a short window, commonly 5 to 10 business days, to respond or have you rescind the letter. You don't need to contact your old broker unless you want to.
- The change takes effectOnce the carrier accepts the BOR, Societies Insurance becomes your broker of record. We'll confirm the effective date in writing and begin servicing your account.
- We review your coverageWe review your policies, loss runs and contracts, handle certificates and changes, and start preparing your renewal.
Sample broker of record letter
If you prefer to write your own letter, use this wording on your letterhead and fill in the highlighted items.
[Your company letterhead]
[Date]
[Insurance company name]
[Insurance company address]
Re: Broker of Record Change
Named insured: [Named insured]
Policy number(s) and line(s) of coverage: [Policy numbers and coverage]
Please be advised that, effective [effective date], we have appointed Societies Insurance (Cavlogix Corporation; in California DBA Cavlogix Insurance Agency), Agency NPN 16247324, 800-616-3490, as our exclusive broker of record for the policies listed above and their renewals.
This appointment rescinds all previous broker of record appointments for these policies. Societies Insurance is authorized to negotiate, place and service this insurance on our behalf, including requesting loss runs, underwriting and claims information, quotes and policy changes. This appointment remains in effect until we rescind it in writing.
Please direct all correspondence regarding these policies to Societies Insurance and confirm receipt of this letter.
Sincerely,
[Signature]
[Printed name, title]
When to change your broker
60 to 120 days before renewal
The best time for most commercial accounts. It gives us time to gather loss runs, approach carriers and present options before your policy expires.
Mid-term
You can change brokers at any time. Mid-term changes usually take effect for the rest of the term and the renewal; commission already paid generally stays with the prior broker.
When a market is blocked
If your current broker submitted you to a carrier, that carrier will usually only work with them. A BOR letter lets us work with that carrier for you.
Health and employee benefits
Group health, dental and Medicare carriers usually use their own broker-of-record forms and effective-date rules, often the first of a month. We'll provide the carrier's form.
Broker of record questions
Will my coverage or price change when I switch brokers?
No. A BOR only changes which agency services the policy. Your coverage, premium and policy dates stay the same until renewal or until you choose to make a change.
Do I need to tell my current broker?
It isn't required; the carrier notifies them. Many clients choose to let their prior broker know as a courtesy.
Can my current broker stop the change?
No. The choice of broker belongs to you. During the carrier's review period the prior broker may contact you, and the letter only stops if you withdraw it in writing.
Do I need a separate letter for each insurance company?
Yes. Each carrier needs its own letter or ACORD 36 listing its policies. One letter can cover several policies with the same carrier.
How long does a broker of record change take?
Most changes are accepted within 5 to 10 business days after the carrier receives the signed letter, though timing varies by carrier.
Can I appoint Societies Insurance for some policies and not others?
Yes. List only the policies you want us to handle. Your other policies stay with your current broker.
Is there a fee?
No. There's no charge to appoint Societies Insurance as your broker of record.
Ready to make the switch?
Download the ACORD 36 or the sample letter, sign it and email it to info@societiesinsurance.com, or call 800-616-3490 and we'll prepare it for you.
This is a general overview. Broker of record procedures, review periods and effective dates vary by carrier and state. Some carriers require their own form. The change is complete only when the carrier confirms it.
Let's talk
See what an independent agent can do for you
One short conversation is all it takes to find out if we can improve your coverage, your price, or both.