Guidelines for Policy Holders That are Signing Insurance Documents Digitally From a Remote Location


It is well-known that the banking sector uses e-signature solutions. Digital signatures have been a key sector of the economy, with the banking sector being one of the most prominent.

Another example is the insurance industry. The use of paper is extensive and documents are shared with multiple parties in order to effect any action. The process is made easier by insurance brokers and providers. It is important to complete any transaction in the shortest time possible. A digital solution is the best way to achieve this goal.

Smart insurance brokers know that signing can be a lot easier and quicker if it is done quickly and without errors. This will eliminate the tedious work of scanning multiple documents and faxing them to the parties concerned for their signature.

eSignature solutions for Insurance must adhere to the laws and guidelines in ESIGN Act and UETA. Any insurance company that wants to use Insurance Industry eSignature Solutions must ensure that the solution complies with the law.

Let's understand the guidelines and things that insurers must do

ESIGN and UETA Act both recognize electronic signatures and electronic records that are valid and meet all legal requirements. These laws apply to all transactions, whether they are company-to-company or company-to-company. Both acts make it clear that all parties must consent. These are the best practices that a business should follow if it wants to receive insurance.

Common Guidelines for Producers and Insurers

1. Start with a simple product or process. Next, create a roadmap for the perfect/valid email signature, delivery, archival, etc.

2. Get clarity about how the documents should be sent electronically if they are to be delivered electronically. Email sharing of confidential information or contract data is a precaution. The secured site can be shared by businesses so that the parties have access to the details.

You must obtain the consent of all parties to whom you share the data.

Before resending the email or stopping it, check the relevant insurance code.

3. The process and the product you choose:

a. Determine how many and what types of forms must be signed and shared. These documents can be classified as follows:

i) A document that does not need to be signed.

iii) A Special Consumer Disclosure, which is not required to signed

iii. A Special Consumer Disclosure must be signed.

iv) A document that must be signed.

These 4 categories are:

b. Define which forms must be re-filed.

c. Select a suitable way to obtain a consumer's signed signature and consent on making an electronic signature form, receiving an Electronic Record etc.

d. Identify any other process or aspect that should be collected and documented in the Audit Trail to improve transparency. e. Determine the best way to make the document Tamper-proof.

f. Determine how to get the perspective of the consumer on the process, etc.

4. Make sure that any electronic signature solution, whether it is built in-house or bought from a third party, meets all applicable laws before you deploy it.

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For Insurers

1. A set of specific rules will be issued for producers who are able to obtain their signature and delivery process.

2. This streamlines the process of reviewing and verifying producer applications for approval of esignature/delivery processes.

3. To ensure that your solution is comprehensive in all areas, you can seek the assistance of experts in design, finance, IT, and law. Before developing a solution, insurers should take into account factors such as policyholder claims, privacy, security, and legal compliance.

4. For providers to find solutions, a common set of rules must be established.

The federal and state governments have established strict guidelines that must be followed. The person buying insurance must ensure that they have received all details related to the insurance.


Since 2000, laws have been passed to regulate the electronic signatures framework. These laws have been in force for many years to regulate insurance practices. You will be a great solution provider and an insurance company if you adhere to these laws.

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