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December 6, 2022

5 Forms Every Insurance Agent Should Use


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Insurance agents work with businesses and individuals to supply policies that provide specific coverages to mitigate financial losses. To meet the varied demands of their customers, agents must perform various tasks and provide personalized service. This isn't an easy feat with a large and continually growing client list.

Each day, agents work with existing clients, follow up on leads, inspect assets, process claims, and more. To maintain asuccessful insurance agency, agents must find modern ways to handle time-consuming processes and manual documentation. As technology evolves in the insurance sector, agents are discovering new ways to automate tasks and streamline their services.

Insurance forms offer a valuable way to provide more efficient customer service and decrease manual processes. With streamlined modern forms, agents can integrate forms with existing workflows and add automation to eliminate manual processes.

What Are Insurance Agent Forms?

Insurance agent forms are any digital or paper correspondence that requires information input. These forms generate accurate quotes, store data about current coverage, collect information about claims, provide information about commissions, and more. When agents develop forms for different parts of the insurance process, they can streamline internal workflows and improve customer service.

The insurance industry is filled with regulations, documentation requirements, and various forms used to share information. Such forms are used by potential and existing customers, agents communicating with insurance companies, and agents communicating with parties involved in the claims process.

Insurance data collection is a large part of every process completed by insurance agents and brokers. Standardized insurance forms can help streamline the process.

Different Forms Every Insurance Agent Should Use

Insurance agents must process huge volumes of data to generate physical customer forms, claims, applications, quotes, and more. You can save time, improve customer service, and decrease errors by making automated and standardized forms a part of your streamlined insurance agency workflow.

Every insurance agent can use these five essential insurance forms to improve workflows and avoid time-consuming tasks.

Applications and Enrollment Forms

You'll need certain documents to complete the process when you enter a relationship with a new customer. Use applications and enrollment forms to enroll customers in every type of insurance coverage.

These forms can be filled out digitally or on paper and are used to gather essential information from your customers. Application and enrollment forms assess your customer's coverage needs and enrollment eligibility.

Using Applications and Enrollment Forms

The quoting/application process is one of the most time-consuming processes for insurance agents and customers. By combining digital forms with modern technology, agents can streamline the process.

For example,InsurGrid provides agents with the tools to collect all client insurance policy data including dec pages within seconds for a streamlined quoting process. The software allows agents to quote simply by sending a link or using a QR code embedded on a company website. By using this technology, agents can further streamline the enrollment process.

Tips for Application Forms

The application process can be cumbersome and complex. These tips help you make the most of your application and enrollment forms:

  • Make forms easily accessible for digital completion and download.
  • Double-check you have all the required fields to avoid back-and-forth communications.
  • Include easy-to-follow instructions to make the process easy.

Cross-Selling Forms

Cross-selling is the act of promoting related products to existing customers and helps agents sell more policies and provides a customer with better  coverage.

For example, suppose a client has compulsory auto insurance and could add the value of comprehensive coverage for a small fee. In that case, discussing the added coverage option with the customer is a good idea. Customers who purchase multiple policies from one insurance agency are also likely to save more money.

Cross-selling forms are used within an insurance agency to keep track of each customer's policies and additional policies the customer might be interested in. Whether your cross-selling forms are automated or manual (like Excel spreadsheets), they identify coverages your clients don't have.

Using Cross-Selling Forms

Cross-selling forms can be digital or paper and come in multiple forms, like spreadsheets, checklists, or automated reminders. No matter your form, it should prompt you to ask a specific client about cross-selling opportunities. Begin with a recap of the coverage a client already has.

This will help you establish the connection as well as reassure the client you pay close attention to their accounts, coverage, and potential needs. When you introduce related coverage, explain the costs the coverage can mitigate, along with an estimate of the added cost.

Cross-Selling Tips

Conduct cross-selling through phone calls, social media, emails, or in person. No matter what channels of communication you choose, these tips can help you reach success:

  • Talk about your products during your first meeting with a customer.
  • Automate mass emails to quickly appeal to a long list of customers.
  • Consider a phone call for customers who typically don't interact with digital formats.
  • Keep phone calls short and schedule a meeting or follow up calls.
  • Prepare a brief explanation of your products to avoid overwhelming customers with information.
  • Use social media to describe the benefits of related plans.

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Referral Forms

Referrals from other customers are one of the best ways to generate warm leads. Use these forms to introduce the referral process and provide a convenient way for an existing client to share essential information about a lead.

Referral forms can be digital or physical. The document should be short and only require enough information for you to follow up with the new lead effectively.

Using Referral Forms

. No matter how you distribute a referral form, it shouldn't take the customer more than 2-3 minutes to complete the document.

A referral form will usually ask for these details from an existing customer:

  • Name
  • Address
  • State
  • Zip/postal
  • Email
  • Phone
  • Choices for referral rewards
  • Referral's contact information, including name, contact phone number, email address, and coverage needed

Referral Tips

Even when your customers are thrilled with your services, they may not automatically think to offer referrals. You can generate an ongoing list of new customers by asking for referrals and showing gratitude for your connections.

Keep these tips in mind:

  • Every customer touchpoint is an opportunity to ask for a new referral.
  • After a client provides a referral, acknowledge the referral in a follow-up contact and open the door for more referrals.
  • Use an automated email system to remind customers to provide referrals.
  • Add referral requests on other correspondence by using office signage, e-mail signature, and voicemail messages.
  • Consider a program that rewards existing customers when a referral pays off.

Coverage Rejection Forms

It's common for customers to pick and choose certain coverages while rejecting other types of coverage that could benefit them. As an insurance agent, it's common to face rejection, and many professionals prefer to consider a no as a "not now" because the customer might seek coverage in the future. However, it's still a good idea to keep track of the coverage options your customers refuse as a way to avoid E&O losses.

Coverage rejection forms are a simple review of the coverage options presented to a customer that the customer then rejects. The form simply confirms the discussion of coverage options and details about the policies that the client refused. It can also serve as an opportunity for customers to provide feedback on why they refused the coverage. Upon receiving the form, the customer only needs to sign and date the document.

Using Coverage Rejection Forms

The rejection form clarifies that you offered professional advice but accepted the customer's choices. It also helps customers understand what their current policy does not cover, which can help avoid misunderstandings when filing a claim.

Tips for Coverage Rejection Forms

Although the process may seem awkward initially, coverage rejection forms are not a dispute with your client. They provide ongoing correspondence that clarifies your services for the customer and protects you from potential litigation. These tips can help you become comfortable with sending coverage rejection forms:

  • Keep them short and to the point.
  • Send immediately after the interaction while the conversation remains fresh in the customer's mind.
  • Include appreciation for the policies that were purchased.

Lead Forms

Insurance lead forms allow potential customers to leave their contact information to learn more about policies they're interested in. Since an insurance lead form is generally used to gather contact information that includes an interest in a specific type of insurance, the fields in the form may vary.

The form will generally require the customer's full name, date of birth, contact number, email, and a good time for follow-up correspondence. Since some lead forms include a quote request, other information about assets (home, vehicle, health information) that relate to the coverage may be requested.

Using Lead Forms

Many customers research insurance policies online before making a purchase. For this reason, digital lead forms can be particularly effective. You can make these available on your website and social media platforms for customers to access easily. Using a template for different lead forms can help you streamline the process and use them in multiple places.

Tips for Lead Forms

Lead forms are a great way to get warm leads with no previous introduction to the customer. You can consistently generate new leads by creating various ways for potential customers to access these forms. Try these tips to help you succeed with lead forms:

  • Create clear calls to action that make your lead forms highly visible.
  • Develop lead forms for all the types of policies you offer.
  • Use scheduling features so that leads will be expecting your follow-up correspondence.

Technology and Standardization Streamline Insurance Services

Insurance regulations and requirements make data collection a major part of every insurance transaction. As such, insurance agents need tools that can help them improve insurance processes. By combining standardized forms with new technology, you can provide customers with a convenient, user-friendly insurance experience.

InsurGrid can help you collect client insurance policy data including dec pages in a fraction of the time of traditional methods, improving your conversion rates and simplifying insurance processes. Learn more about how it works or get started with an InsurGrid Sales Demo.