Short answer
Most carriers accept a submission for your firm from one agent at a time. If another agent submitted you first, other agents are generally blocked from that carrier. An agent of record letter lets a different agent work the account. The industry usually calls it a broker of record or BOR letter. It moves the carrier relationship to the agent you choose, and it does not change your coverage or price by itself.
Why carriers block duplicate submissions
A carrier builds one underwriting file for each risk. If several agents submit the same firm, the carrier would face competing versions of one account.
To avoid that, many carriers recognize the first agent to submit and decline the rest. Rules and timing vary by carrier, so an agent can only tell you how a specific carrier handles it.
What being blocked looks like
You may never see the block directly. An agent simply tells you a market is “not available” for your firm.
That answer often means another agent already holds the submission with that carrier. It does not always mean the carrier would decline you. Ask your agent which carrier is blocked and why.
How an agent of record letter works
An agent of record letter is a short form that you sign. It tells the carrier to recognize a new agent for your account. The letter generally names:
- Your firm and the policies it covers
- The carrier
- The agent you are appointing
The carrier reviews the letter and updates its records. Some carriers apply it to one policy, and others apply it to the whole account, so check which one you are signing.
When a broker of record letter takes effect
Timing depends on the policy and the carrier. At renewal, a letter can often be filed ahead of the expiration date. Mid-term, the carrier may handle it differently.
Many carriers also wait a few business days before the letter takes effect, in case your current agent responds. Ask the carrier or your new agent for the specific waiting period.
What an agent of record letter does not change
The letter changes who services the policy. It does not rewrite it.
Your policy, limits and premium stay the same until renewal or until you choose a new quote. If you want to compare terms, ask for a proposal after the letter takes effect. A new agent can then show what that carrier would offer.
How to choose an agent before choosing a carrier
Shopping carriers first can lead to blocks. Choosing an agent first avoids many of them.
Compare agents on how they handle your firm’s work. Ask which carriers they can reach for your professional liability and other coverage. Then let that agent work the markets. Our about page shows how we approach A&E firms.
Real-world example
Over two weeks, we saw three versions of the same problem. These are anonymized examples for illustration.
An engineering firm asked us to quote its business owners policy. Another agent had already taken it to the carrier, so we could not present that carrier’s quote. A design studio that let its professional liability lapse got the same answer from one carrier. A third prospect had a renewal proposal from another agency that we thought we could improve.
Each time, the fix was the same form. Each firm signed an agent of record letter so the carrier could recognize a new agent.
What to check
- Which carrier is blocked, and which agent submitted you
- Whether the carrier applies the letter to one policy or the whole account
- Your renewal date and the carrier’s waiting period
- Whether you want to move all your policies or only some
- Whether another agent is already shopping other carriers for you
- Whether your current agent knows about your plans
Hardcover insight
A blocked quote can feel like a dead end. In practice, it usually means one form and a short wait.
Tell your current agent before you sign. A clean handoff keeps service running, and your current agent can send over policy files and certificates. If you are weighing a proposal from another agency, you can request a quote or ask for a policy review before deciding.
Related questions
Will my current agent know?
Usually yes. The carrier generally notifies them when it receives the letter.
Can I let two agents shop different carriers?
Yes, if they do not overlap. Agree on who approaches which carrier before either one submits.
Does an agent of record letter cost anything?
No. It is a form, not a policy.
Can I switch back?
Yes, with another letter, subject to the carrier’s rules.