Sometimes an agency cancels a policy with one carrier in order to write it with another carrier. This normally happens around renewal time when you are making sure the insured's current policy is still competitive. This training article will help you learn how to handle the Rewrite Policy workflow. 


1. Correspond with the Insured that you found a better option for their renewal. 

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  1. If from Retention Center (single):
    1. Expand the line item and click on the Envelope icon. This will open the Compose Email page.
    2. Compose your email. Remember you can use the Templates dropdown to select the Cross-Sell or EZLynx Agency Insight templates to help. 
    3. When ready, click Send.
  2. If from Retention Center (bulk): 
    1. Check the accounts you want to email. 
    2. Click the Actions button. 
    3. Choose Send Email Campaign. This will open Start a New Email Campaign window.
    4. Use the Templates dropdown to select the Cross-Sell or EZLynx Agency Insight templates.
    5. Click Schedule.
  3. If not from Retention Center:
    1. On the customer's account pane, click the Envelope icon. This will open the Compose Email page. 
    2. Compose your email. Remember you can use the Templates dropdown to select the Cross-Sell or EZLynx Agency Insight templates to help. 
    3. When ready, click Send.



2. Gather Application signatures and down payments as you would for new business. 

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  • Collecting required signatures via eSignature:
    1. Navigate to the Documents tab on the customer's account.
    2. Select Create eSignature Envelope near the bottom of the screen. This will open the Create eSignature envelope window.
    3. Check the boxes for the document(s) that you need signed and select Next to continue.
    4. By default the envelope will be sent as the agent that creates the envelope. Click the Change button to choose someone else if necessary.
    5. Give the envelope a Name and if you wish a reference # and/or password requirement. 
    6. Decide how many days the envelope should be available for.
    7. If multiple documents need to be signed, decide which order you want them to be signed in. 
    8. By default the primary applicant is added as a recipient. If you want to add more or add yourself as a recipient, select +Add new recipient or +Add me.
    9. Add any notes for the recipients such as instructions and click Next to continue.
    10. Use the Recipient dropdown to decide who you need to sign. Then, click on the type of signature you need.
    11. Place the box on the document where you need them to sign. You can resize the box using the corners. 
    12. Repeat steps 10-11 until you have added boxes for every recipient where they need to sign.
    13. Click Review and Send to review the document one last time.
    14. Click the Envelope button to finish sending the out the eSignature envelope.



3. Bind the policy with the new Carrier that the Agency is "Rewriting To." (Refer to Direct Appointment Binding Process) 


4. Create a Note to document how the policy was bound (Emailed of Faxed request indicating what was sent along with the request, or bound online.)

a. Set a task reminder for receipt of the policy. (10 days for a Download policy, 30 days for a Manual policy.)

b. Document how any money was received and handled, then invoice the policy according to Agency procedures (if applicable). 

c. Upload all pertinent documents used for quoting / binding to find later if necessary. 

d. Add the proper checklist and label. 

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  1. On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
  2. If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
  3. If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title. 
  4. Input your notes in the "Type your note here..." box. 
  5. Select the Add Attachments (paperclip) icon to attach any relevant documents needed for reference. 
  6. Select the Add Task (paper with a checkmark) icon to assign a task or checklist to someone at your agency.
  7. Select Add Reminder to add as many reminders (email, text, and/or notification) as needed for the task or checklist.
  8. Select the Add Labels (price tag) icon to add a label to the note for organization.
  9. Select Save to finish adding the note to the customer's account.



5. Create the Policy Shell with the appropriate Matching Criteria with the exact Policy Number received when bound with the Carrier. 

a. Change the New Business Transaction to Rewrite to see the box appear to choose which policy is being Rewritten. Choose the policy that is being "Rewritten From". 

b. Enter the Master and Writing Company properly. 

c. Effective/Expiration Dates

d. Written Premium 

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  • Add a Policy manually:
    1. On the customer's Overview tab, click Actions > Add Policy. This will redirect you to the Add Policy page.
    2. Choose either Monoline or Package with the appropriate LOB's bound.
    3. Change the Transaction Type from New Business to Rewrite. 
    4. Use the Rewrite Of dropdown to choose the policy that is being "Rewritten From".
    5. Enter the policy number exactly including any spaces and hyphens. This will help with downloads and pay commissions since this is part of the matching criteria.
    6. It is especially important to include the Writing Company. This is the Insurance Carrier shown on Auto ID Cards, Binders, and Evidence of Insurance documents.
    7. Add & Edit Policy to add/ update all assets, coverages, limits, additional interest details (etc.)
    8. Save and Close when finished to see the Summary Screen displayed.




Did you know? - Downloaded policies will retain the "Rewrite" status in the management system when created properly. The History Tab of each policy will show the association of "Rewritten To" and "Rewritten From". 


6. Click to Add Policy or Add & Edit Policy if you want to add manual policy details. 


7. Send proof of coverage (Refer to ID Cards, Binders, Evidence of Insurance, and Certificate Masters).

a. Generate Auto ID cards for personal auto policies.

b. Create a Binder or Evidence of Insurance if needed. 


8. When a renewal policy is updated with a "Rewrite," the system will close the customer out of the Retention Center automatically. If not using Retention Center, mark of the list. 


9. If necessary, Cancel the Renewal with the incumbent Carrier to cancel the renewal flat with no earned premium. 

a. To document a manual cancellation in EZLynx, select Policy Actions, hover over Service, and choose Cancel. 

b. For the Cancel Type, choose Cancel Rewrite. 


We hope this workflow article was helpful in learning how to handle the Rewrite Policy workflow. Please let us know if this article was helpful by answering the question below. Check out our related articles on the right-side of the page to learn more about EZLynx!