A broker of record (BOR) letter is one of the most powerful — and most misunderstood — tools in commercial insurance. It allows an agent to take over servicing rights on an existing policy without requiring the client to fill out new applications or re-quote the coverage. Understanding how BOR letters work is essential for agents who want to grow by taking over existing accounts.
A BOR letter is a signed document from the client that instructs the insurance carrier or wholesale broker to recognize a new agent as the broker of record on a specific policy. Once the carrier accepts the BOR, the new agent receives all communications, policy documents, and commissions for that policy — and the prior agent is cut out.
BOR letters typically take effect either immediately or at the next renewal, depending on the carrier's rules and the timing of the submission.
Agents use BOR letters to:
• Win business from competitors without requiring the client to change carriers or re-underwrite their coverage • Take over accounts from retiring agents or agencies being acquired • Consolidate accounts from multiple agents under one relationship • Gain access to in-force policies to review coverage and identify gaps before renewal
A BOR letter is especially valuable when an agent builds a relationship with a client who is happy with their current carrier but wants to work with a new agent.
The BOR letter must be signed by someone with authority to bind the insured — typically an owner, officer, or partner. The letter should include:
• The insured's full legal name • The specific policy number(s) being transferred • The name of the new agent or agency • The effective date of the transfer • The insured's signature and title
Some carriers have their own BOR forms; others accept a letter on agency letterhead. Agents should confirm the carrier's requirements before having the client sign.
When a competitor files a BOR on one of your accounts, the carrier notifies you and gives you an opportunity to respond. In most cases, the response window is short — sometimes just a few days.
The best defense is a strong client relationship. Clients who trust their agent and feel well-served are unlikely to sign a BOR for a competitor without at least calling their current agent first. Agents who communicate proactively, conduct annual reviews, and advocate for their clients are far less vulnerable to BOR attacks.
AgencyAssist collects all the information covered here through a plain-English client intake link. No phone calls, no PDF forms, no missing fields — just a complete, submission-ready ACORD package.