Broker of Record Letter Template (Free Sample and Guide)

Key takeaways

A Broker of Record (BOR) letter is a signed document that names your new broker with your insurance carrier and moves servicing rights to them. Your plan and carrier stay the same.
A BOR letter includes your company and new broker details, carrier name, policy or plan information, effective date, and an authorized signature. Depending on the carrier, you may also need to provide additional details.
Companies often switch brokers when they receive unexplained premium increases, get limited support outside renewal, or receive the same carrier quotes each year.
Ignition is a benefits brokerage that shows clients their workforce risk score before quotes arrive, then conducts a full market audit to compare carriers and funding structures at renewal.

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A Broker of Record (BOR) letter lets you appoint a new insurance broker without changing your existing policy. The process is straightforward, but preparing the paperwork can feel like one more task during an already busy renewal period.

This article gives you a ready-to-use broker of record letter template, explains what information to include, and walks through what happens after you submit it. You’ll also learn when it is the right time to change your benefits broker.

Broker of Record Letter Template

Use this broker of record letter sample as your starting point. Replace the placeholders with your company’s information, add the letter to your company letterhead, and sign it. Then give the completed letter to your new broker, who will submit it to your insurance carrier.
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[Your Company Letterhead]

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[Date]

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To: [Insurance Carrier Name]

Subject: Broker of Record Change

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To Whom It May Concern:

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Effective [Effective Date], [Your Company's Legal Name] appoints [New Broker or Agency Name] as our exclusive broker of record for the coverage listed below:

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Policy / Group Number(s) and Plan Type: [Policy or Group Number and Plan]

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This authorization supersedes any previous broker of record designation and gives [New Broker or Agency Name] full authority to service, negotiate, and access information for the policies named above. This letter does not change our coverage, plan design, or carrier.

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Please update your records and direct all future correspondence about these policies to our new broker.

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Sincerely,

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[Authorized Signature]

[Printed Name and Title]

[Company Name and Date]
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The elements above align with the standard ACORD 36 form, the insurance industry’s recognized form for changing a broker.

Some insurance carriers may require additional information, such as the broker’s National Producer Number (NPN), so check the carrier’s requirements before submitting the letter.

What Is a Broker of Record Letter?

A BOR letter tells your insurance carrier that a specific broker now represents you for the policies listed. It gives the new broker authority to service those policies, including quoting coverage, negotiating renewals, and accessing policy information.

Your plan, network, and carrier stay the same. The letter only changes who is authorized to service the policies named in the document. Once the carrier processes the change, the previous broker no longer has servicing authority for those policies.

What to Include in a Broker of Record Letter

A complete BOR letter should include five key details. Missing information can cause the insurance carrier to return the letter for correction. That can delay the broker change, which is something you don’t want during an already packed renewal period.

The parties: Include your company’s exact legal name as it appears on the policy, along with the full name of the new broker or agency.
The carrier: Name the insurance company that underwrites and administers your plan.
The policy or plan: Include the group or policy number and plan type, so the carrier can identify exactly which coverage is included in the change. If you have multiple policies with the same carrier, list each one rather than leaving the scope open to interpretation.
The effective date: State the date you want the new broker’s representation to begin. If the change is happening around renewal, make sure the date aligns with your renewal timeline and the carrier’s requirements.
The signature: Include a dated signature from someone authorized to act on behalf of your company. The carrier uses this authorization to confirm that the company has approved the broker change.

Use your company letterhead for the BOR letter and check your carrier’s requirements before signing it. Some carriers have specific wording or details they want included. Following their format can help avoid back-and-forth and keep the broker change on track.

How to Write and Send a Broker of Record Letter

A BOR letter only takes a few steps to prepare and submit. Your new broker will usually take care of sending it to the carrier and following up on the change.

Draft the letter: Fill in the required fields from the template above. Double-check the policy numbers, company name, broker details, and effective date before signing.
Sign on company letterhead: Have an authorized representative of your company sign and date the letter. Many carriers accept a scanned copy or electronic signature, but check your carrier’s requirements before sending it.
Submit it to the carrier: Your new broker typically sends the signed letter to the insurance carrier through the required channel, such as email or fax. Your broker can confirm where and how the carrier wants the letter submitted.
The carrier processes the change: The carrier reviews the letter, verifies the requested change, and updates its records. Processing times vary, so allow enough time if you’re making the change close to renewal.
Your new broker takes over: Once the carrier processes the change and the effective date arrives, your new broker becomes the servicing broker for the policies listed in the letter. They’ll then take care of carrier communications, renewals, and ongoing support for those policies.

You usually don’t need to contact your old broker to make the switch. Once the carrier processes the BOR change, it lets your previous broker know. You can still give them a heads-up if you want to close out the relationship directly.

What Happens After You Send a Broker of Record Letter?

The insurance carrier reviews the signed BOR letter, updates its records, and lets the current broker know about the change. How long this takes depends on the carrier.

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In California, major carriers in the small-business (small-group) market, such as Aetna and Blue Shield of California, publish a seven to ten business day turnaround for a broker of record change, according to this Word & Brown guide.

Some carriers also give the existing broker a short period to challenge the change, but only your company can rescind it. The length of that period varies by carrier, so your new broker should confirm the rules before you submit the letter.

Typical BOR timeline:

Day 0: You sign the BOR letter and give it to your new broker.
Submission: Your new broker sends the letter to the carrier through its required channel.
Processing: The carrier reviews the request, updates its records, and notifies the current broker.
Effective date: The new broker takes over according to the carrier’s rules and the effective date of the change.

When Should You Switch Your Broker of Record?

Most companies switch brokers when the current relationship stops delivering enough value. Common triggers include:

Slow or limited support: You have limited communication with them outside of renewal and need to follow up when you need help with benefits questions or decisions.
Higher premiums without a clear reason: You receive a high renewal increase with little explanation of what drove it or what other options were considered.
The same quotes every year: Your broker brings back quotes from the same few carriers each renewal without showing whether other carriers or funding options could work for your team.

These issues become more costly when they show up at renewal. In Ignition's 2026 Benefits Blind Spot survey of 503 small-business leaders, 39% received a double-digit renewal increase. At the same time, 41% of companies assumed their broker was already finding them savings, yet only 6% had ever checked.

A broker worth switching to should take a different approach at renewal. They should run a full market audit across carriers and funding structures, compare your current plan with other available options, and show how carriers assess your workforce risk before quotes arrive.

FAQs

Broker of Record Letter vs Agent of Record Letter

Both generally serve the same purpose, but the roles can differ. A Broker of Record (BOR) letter names a broker to represent you and manage your insurance policies, while an Agent of Record (AOR) letter names an agent, who traditionally represents a specific insurance carrier. In practice, carriers may use the terms interchangeably.

What Is the Purpose of a Broker of Record Letter?

A BOR letter changes who represents you to your insurance carrier without changing your existing coverage. It gives your new broker the authority to service your policies, access renewal information, quote coverage, and negotiate on your behalf.

How Do I Rescind a Broker of Record Letter?

Send your insurance carrier a signed, written notice that you want to cancel the pending change and keep your current broker. The deadline for rescinding a BOR letter varies by carrier, so confirm the waiting period before submitting the notice. Once the change takes effect, you’ll need to submit a new BOR letter to appoint a different broker.

Conclusion

Making the Switch Simple

The broker of record letter is usually one of the simplest parts of changing brokers. You fill out one page, sign it, and your existing coverage stays in place. The bigger decision is choosing a broker that will test your current plan against the wider market each year and show you what is behind your renewal. The letter just makes that new relationship official.

Ignition Benefits follows this approach with every client. Each renewal starts with a full market audit across carriers and funding structures, with no preferred carriers. Clients also see their workforce risk score before quotes arrive, so they can understand how carriers rate their team and how that assessment affects their premium.

Light Labs, a 29-person lab-technology company in Austin, saw the impact of that approach firsthand. Facing a 21% renewal increase, Light Labs brought in Ignition to review the full market. Ignition turned that projected increase into an 8% decrease, saving the company $113,115 in the first year while securing stronger coverage.

Learn more about how Ignition can optimize your benefits spending.