Broker of record letter
A broker of record letter, also called an agent of record letter, is a signed note from the insured telling an insurer which broker or agent represents it on the listed policies. In New York, the regulator said in 2007 that the letter is not a creation of statute or regulation; the insurance industry developed it as a way of doing business.1 Louisiana law and the published rules of TWIA, Citizens Property Insurance Corporation, AIUA and the NFIP add their own requirements, listed in the table below.2,3,4,5,6
This template is not a substitute for the advice of an attorney.
The letter
The .docx is this letter with blanks to fill in. Nothing you type leaves this page.
What the letter does
The agent of record is the agent or agency the insured has authorized to buy, service and maintain its insurance with a given insurer. The letter names that broker for the policies it lists, from the date it gives.
Insurers generally discuss an account only with its agent of record. The letter lets the insurer share the insured's policy information with the named broker and discuss the coverage with them.
A broker works for the insured rather than the insurer and often has no authority to act for an insurer, such as binding coverage, though some brokers also hold agency contracts with insurers.
Agent of record rules in state programs
| Program or state | Rule | Source |
|---|---|---|
| Louisiana: insurers writing property, casualty or bonds in the state | The insurer must recognize a producer of record chosen in writing by the policy owner, or by the first named insured if there are several named insureds. For a change requested during the policy period, the insurer gives the current producer 10 calendar days' written notice; a request in the last 10 days of the policy period takes effect when the renewal policy starts. No insurer or producer may cancel and rewrite a policy during its term to change the producer of record without the owner's or first named insured's specific written instruction. The rule does not apply to producers who are insurer employees or who represent only one insurer or group of affiliated insurers. | Louisiana Revised Statutes 22:1564 |
| Texas: Texas Windstorm Insurance Association (TWIA) | TWIA applications must show the agent's current license number and tax identification number or Social Security number. TWIA says this information is also needed when changing the agent of record on a renewal application. | TWIA Instructions and Guidelines Manual, effective April 18, 2022 |
| Florida: Citizens Property Insurance Corporation, commercial lines | The change is requested on Citizens' Agent of Record Transfer Form, Commercial Lines Only. Citizens emails the current agent and agency principal an Acknowledgement of Request to Change Agent of Record, and approved changes are processed in 7 to 14 days. To return to the earlier agent, a newly completed form signed by the policyholder(s) and that agent is submitted. | Citizens answer 1777, updated March 18, 2026 |
| Alabama: Alabama Insurance Underwriting Association (AIUA) | Change of producer mid-term is not permitted, and policy change requests are submitted in writing by the producer. AIUA's Rules and Procedures for Submitting Applications apply the Dwelling Policy Program Manual's rules unless they conflict with AIUA's plan or board rules. If an agent is no longer authorized with AIUA, AIUA says to choose an authorized agent, who submits an Agent of Record form. | AIUA Dwelling Policy Program Manual, effective March 1, 2025; AIUA Rules and Procedures for Submitting Applications (November 2025); AIUA FAQs |
| National Flood Insurance Program (NFIP), run by FEMA | Changing the agent of record is a non-premium endorsement. The policyholder must sign the General Change Endorsement Form (FF-206-FY-21-119) or a similar document, and the insurer determines the endorsement effective date. | NFIP Flood Insurance Manual, October 2025, Section 4: How to Endorse |
| New York: Department of Financial Services opinions, 2001 to 2007 | No law or regulation governs broker of record letters (2007). There are no notification requirements; whether the former broker must be told depends on its agreements with the insured and the insurer (2006, 2007). An insurer may require, subject to any contractual limits, that business keep going through the original wholesale broker (2007). An industry standard an inquirer described, giving the incumbent broker 10 days to get a countermand letter, is a contractual matter the Insurance Law does not specifically address (2001). | OGC Opinions 01-04-13, 06-01-11 and 07-07-15 |
Where the details come from
The named insured, the insurers, the policy numbers and the policy periods are on each policy's declarations page.
New York's regulator describes the letter as signed by the insured and advising the insurer, so the template ends with the insured's signature, name and title.1
Questions
- What is a broker of record letter?
- A signed note from the insured telling an insurer which broker or agent represents it on the listed policies.
- Is a broker of record letter required by law?
- In New York, no: its regulator said in 2007 that no law or regulation governs broker of record letters. In Louisiana, Revised Statutes 22:1564 requires insurers to recognize a producer of record chosen in writing by the policy owner or first named insured.1,2
- Does the current broker have to be told?
- In Louisiana, the insurer must give the current producer 10 calendar days' written notice before a change. For Florida Citizens commercial policies, Citizens emails the current agent an Acknowledgement of Request to Change Agent of Record. New York's regulator said in 2006 that New York has no notification requirements.2,4,9
- Can the agent of record change in the middle of a policy term?
- AIUA in Alabama does not permit a change of producer mid-term. In Louisiana, a change requested during the policy period takes effect after 10 days' notice to the current producer, or at renewal if requested in the last 10 days. The NFIP processes the change as an endorsement signed by the policyholder.5,2,6
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Sources
The letter is built in your browser and nothing you type is sent anywhere. What the letter does and does not do is from the published sources below.
- 1. New York State Department of Financial Services: OGC Opinion No. 07-07-15: Broker of Record Authorization
- 2. Louisiana State Legislature: RS 22:1564, Producers of record
- 3. Texas Windstorm Insurance Association: TWIA Instructions and Guidelines Manual
- 4. Citizens Property Insurance Corporation: What is the processing timeframe for an agent of record transfer?
- 5. Alabama Insurance Underwriting Association: Dwelling Policy Program Manual
- 6. FEMA: NFIP Flood Insurance Manual (October 2025)
- 7. Alabama Insurance Underwriting Association: AIUA Rules and Procedures for Submitting Applications
- 8. Alabama Insurance Underwriting Association: FAQs
- 9. New York State Department of Financial Services: OGC Opinion No. 06-01-11: Opinion: Broker of Record Letters
- 10. New York State Department of Financial Services: OGC Opinion No. 01-04-13: Broker of Record Letters