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Processing Appointments
Processing Appointments

An insurance agent shall not act as an agent of an insurer unless the insurance agent is appointed as an agent of the insurer.   An insurance agent acts as an agent of an insurer when the insurance agent sells, solicits, or negotiates any product of the insurer and is compensated by the insurer.  An insurer shall file a notice of appointment, with the Department, not later than thirty days after the date of the agency contract is executed or the first insurance application is submitted, whichever is earlier. 

An insurer that terminates the appointment, employment, contract, or other insurance business relationship with an insurance agent shall notify the Department within thirty days after the effective date of the termination.  If the termination of an insurance agent is for any of the reasons set forth in division (B) of section 3905.14 of the Ohio Revised Code, the insurer shall promptly notify the Department by completing an Agent Termination For Cause Form.

Companies are invoiced on a monthly basis for agent appointments processed by the Department of Insurance the previous month.   The cost of each appointment issued is $15.00.

Appointments are automatically renewed annually on July 1st.  Companies receive an invoice each August for all agent appointments renewed.  The cost of each appointment renewed is $15.00.

Electronic

The department will only accept insurance agent and agency appointments and terminations electronically. Any paper appointments or terminations received by the Department, will be returned unless an exception has been approved. Electronic processing of appointments and terminations is mandated by Ohio Administrative Code 3901-5-09(K). 

Exception: Any insurer that annually appoints or terminates 25 or fewer agents or agencies will be exempt from filing electronically.  However, the Department strongly encourages electronic filing. Agent appointments and terminations must be processed through NIPR or any one of its authorized business partners. You can contact NIPR at 816-783-8468 or http://www.nipr.com.

Paper

You may submit a paper entry as instructed below only if your company qualifies for exemption or if an electronic entry has been rejected.  If you are submitting a paper request because of a rejected transaction, documentation of the rejected transaction must be included with the request.

Instructions for Appointment Procedure

Each insurer shall notify the Superintendent regarding all agents/business entities that were newly appointed to represent the insurer within 30 days after the date the agency contract is executed or the first insurance application is submitted. Be sure to include:

  • Name of individual or business entity
  • Ohio License Number (Lic #) or Federal identification number (FEIN)
  • Date of appointment
  • Type of appointment
  • Name, address & Federal identification number of the appointing insurer
  • Name & phone number of company representative submitting the appointment listing (signature not required)

Do not send any sort of remittance with the list; your company will be invoiced $15.00 for each appointment.

To better ensure that the appointment form includes all of the required information, please see the attached samples. You may use the sample or generate your own form (8 ½ by 11 paper only).

Instructions for Appointment Termination Procedure

Each insurer shall notify the Superintendent regarding all agents/business entities whose appointments were terminated by the insurer within 30 days of the termination. Be sure to include:

  • Name of individual or business entity
  • Ohio License Number (Lic #) or Federal identification number (FEIN)
  • Date of cancellation
  • Type of appointment held Name, address & Federal identification number of the company Name & phone number of company representative submitting the cancellation listing
  • (signature not required)
  • Reason for cancellation (Cancelled for Cause-submit supporting documentation)

PLEASE NOTE: According to ORC 3905.21 (C) An insurer shall notify the agent of the appointment termination at the agent’s last known address within fifteen days after the insurer notified the superintendent of the termination. If the agent was terminated for cause, the notification to the agent shall be sent certified mail, return receipt requested, postage prepaid, or by overnight delivery using a nationally recognized carrier.

To better ensure that the cancellation form includes all of the required information, please see the attached samples. You may use the sample or generate your own form (8 ½ by 11 paper only).