MODULE - 3 Insurance Documents

Practice of Life Insurance

2
Notes

INSURANCE DOCUMENTS

2.0 INTRODUCTION
Documents are necessary to evidence the existence of a
contract. In life insurance several documents are in vogue.
The documents stand as a proof of the contract between the
insurer and the insured. The major documents in vogue in
life insurance are premium receipt, insurance policy,
endorsements etc.
2.1 OBJECTIVE
After going through this lesson you will be able to
z Recall the various documents used in life insurance
z Learn the utility of each document.
2.2 NEED FOR INSURANCE DOCUMENTATION
Life insurance is a legally enforceable contract between two
parties both of whom are legally qualified to contract. It is
therefore, necessary that the terms and conditions of the
agreement must be suitably documented in a manner that
would make it clear that both parties to the contract are Ad-
idem i.e., of the same mind. Ad-Idem means that both the
parties understand the same thing in the same sense or are
of the same mind on the same subject. There must be
consensus or Ad-Idem between the parties to the contract.
This is possible provided all the terms and conditions, rights
and duties - privileges and obligations are properly documented
in terms which can be clearly interpreted in a court of law.
Between two human beings sometime silence means an

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acceptance. But as the insurer is a legal personality entitled
to contract verbal discussion between parties to the contract
is not possible and hence there is a need for documentation.
Insurance is also a contract of utmost good faith and enforced
only in the distant future. It is therefore necessary that the
declarations made by both the parties should be put in black Notes
and white for future reference. Any suppression, willful and
material shall make the contract void. The insured, therefore,
has a duty to declare all that he knows about himself, his
health, his financial status in answering questions contained
in the proposal form and other ancillary documents which
may be required by the insurer.
We shall discuss in this chapter the various kinds of documents
which become necessary at three stages of a policy –
(1) at the stage of proposal, which if accepted result into a
policy,
(2) during the duration of the policy where several alterations
may become necessary
(3) at the end of the policy contract when insurer pays the
final claim.
2.2.1 Documents needed at the stage of the proposal
2.2.2 Proposal form is the basic format which is filled in by
the proposer who wants to take an insurance policy. It can be
defined as the application for insurance.
A proposal form has three portions
(1) The first gives details about the proposer, his name,
address, occupation, the details about the type of insurance
that he wants to take and the name of the nominee to
whom the money is payable in case the policyholder does
not survive to take the maturity amount.
(2) The second portion relates to the details of the insurance
policy that the proposer already possesses, the present
health conditions and the personal history of his health,
any sickness or accident he might have had.
This is a detailed questionnaire and the proposer is
expected to reply to each question truthfully and honestly.
A female proposer has to reply to certain additional
questions specific to her gender.

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(3) The last portion of the proposal form relates to the
declaration. Through this declaration, the proposer
(i) affirms the veracity of the statements made in the
proposal form in replying to the question
(ii) affirms that he/she has not suppressed,
Notes misrepresented or concealed any fact which may be
material to the risk
(iii) agrees that this declaration along with the proposal
form shall form the basis of the contract and if any
information is found to be false the contract will be
null and void thus reinforcing the principle of
“Uberimma Fides” (Utmost good faith).
(iv) further agrees to take the insurance on the terms and
conditions decided by the insurer.
The proposer further agrees to keep the insurer informed of
any changes in the position relating to his health or his
occupation between now and the issuance of the first premium
receipt.
It is thus clear that after the insurer has issued the first
premium receipt, the contract is said to have concluded and
thereafter the insurer has no right to change the terms of the
contract.
However, the insurer has a right to offer any term and condition
before the final acceptance of the insurance. For example, in
case of a female proposer, the insurer may not agree to accept
the risk of the childbirth. In case of certain hazardous
occupation like commercial pilots, the insurer may like to
exclude the risk to life due to such occupation.
In case of certain deformity, the risk of accident can be
excluded. These exclusions of risks are not normal terms of
the policy contract and therefore have to elicit consent of the
proposer. In case of a substandard health, the insurer may
like to accept a reduced risk during the first one or two years
of the insurance. The consent of the insured is a must for
such limitations to be imposed.
All such special conditions or riders are mentioned in the
policy either by an endorsement or attachment to the
document. If the insurer has taken a Convertible Whole Life
Plan which is to be converted to an endowment plan after 5

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years, the necessary condition is endorsed on the policy.
The terms and conditions as mentioned in the policy along
with such endorsements as made at the back of the policy
govern the insurance contract and are open to be interpreted
by a court. However it may be noted that agents confidential
report and the medical examination (confidential) report are Notes
not part of the contract for insurance.

INTEXT QUESTIONS 2.1

1. What are the different stages where documentation is

required?
2 Define Proposal Form.

There are certain other documents which may be required at

the proposal stage.
2.2.3 Age proof
Age is an important factor in deciding the quantum of premium
against a policy. The document proving the age, i.e. age proof
must be reliable and the insured has to undertake as to its
truthfulness. An insurer accepts these documents as standard
age proof -
1) Certified extract from municipal records, recorded at the
time of birth.
2) Certificate of baptism or extract from Family Bible
3) Extract from school or college records.
4) Extract from service register in case of employees -
Government or semi government or such other reputed
institutions which insist on conclusive evidence of age at
the time of recruitment.
5) Identity card issued by Defence department.
6) Marriage certificates issued by Roman Catholic Church.
7) Domicile certificate.
8) Passport.
Non-standard age proofs are those which are comparatively
less reliable and therefore the insurer accepts them with a
pinch of salt. In other words the insurer takes certain
precautions before accepting such age proofs as final.

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For example, such age proofs are examined by a senior officer
and not accepted as a matter of routine. Another safeguard is
to offer a reduced term of policy so that the policy matures at
a comparatively early age. The maximum age of maturity may
be fixed at a lower age. The insurer even may charge an extra
premium to compensate for the possible understatement of
Notes
age in such age proof.
Such non–standard age proofs are (1) Horoscope, (2) service
records of employers other than those mentioned above (3)
ESI card, (4) Marriage Certificate in case of a Muslim proposer.,
5) Elders Declaration, 6) Self Declaration, 7) Driving Licence,
8) Certificate issued by village panchayat, 9) Electoral role,
10) Ration card.
Age proof is insisted upon for completion of propsoal if the
declared age of the proposer is less than 20 or more than 50
or if the sum proposed is quite high, say above one lakh.
2.2.4 Proof of income
This document may become necessary whenever the sum
proposed is very high. Normally a sum proposed which is seven
to eight times of the declared income is acceptable for
insurance. But proposals do come to the insurer when the
known source of income of the proposer is much less compared
to the amount of insurance desired. A service holder normally
does not face this problem as his sources of income are
verifiable.
In case of business people, the assessed income is at times
much less compared to what is a desirable income for the
amount of insurance desired. In such cases the insurer at
times calls for assessed income tax returns, or Chartered
Accountant’s certificate etc. Such precautions are necessary
to eliminate the possibility of moral hazard.
2.3 DOCUMENTS NEEDED DURING THE CONTINUANCE
OF THE POLICY:
2.3.1 First Premium Receipts and Renewal Premium
Receipts
The First Premium Receipt (FPR) is the confirmation of
insurance. This document is important as it gives the date of
assumption of the risk but its value is nil once the policy
document has been issued.

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2.3.2 Policy Contract
Policy document is a detailed document and it is the Evidence
of the insurance contract which mentions all the terms and
conditions of the insurance. The insured buys not the policy
contract, but the right to the sum of money and its future
delivery. The insurer on its part promises to pay a sum of Notes
money, provided of course the insured keeps its part of promise
of paying the installments of premium as scheduled.
The pre-amble to the insurance contract makes the above
statement clear and states that this policy is issued subject to
the conditions and privileges printed on the back of the policy.
The endorsements placed on the policy shall also be part of
the policy and it also makes a reference to the proposal form
saying that that the statements given in the proposal form are
the basis of the contract.
The schedule which is printed on the policy document
identifies the office which has issued the policy. It states the
name of the policyholder, the date of commencement of the
policy, an identification number of the policy called policy
number. This number is extremely useful for making any
reference to the insurer relating to this policy. This shall avoid
needless delay.
Beneficiary’s name is also mentioned along with address.
It is necessary to check that it is correct and any mistake
should be immediately pointed out for correction. A mistake
in the address may misdirect the premium notices and any
other future correspondence. It also states the name of the
nominee and the date upto which premium has to be paid.
The schedule goes on to mention, the type of policy, on the
happening of which, the sum assured is payable and to whom
it is payable. It of course also mentions when and how long
the premium is to be paid.
The policy document is signed by an official of the insurer
and dated and stamped as per the provision of the Stamp Act
to make it a completely legally enforceable document.
2.3.3 Renewal Premium Receipts
Though it is the duty of the insured to pay the renewal
premium on the due date the insurer sends a renewal premium
notice to the insured out of courtesy and on receiving the

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premium issues a renewal premium receipt (RPR) which is
an important document and has to be preserved as it is the
only documentary proof that the due payment has been made.
2.3.4 Endorsements

Notes Life insurance policy being a long term contract, it is quite

likely that the conditions may so change over the time that an
alteration or change in the policy conditions may be required.
The insurers normally permit such changes which are in the
interest of the policyholders and also simultaneously do not
adversely affect the insurer’s interest.
It has to be noted however, that the insurer is not authorized
to make any change in the conditions of the policy during its
continuance except such which has been agreed to in the
beginning of the policy. An insurance policy, in this sense is
called an unilateral contract.
All such alterations as are discussed hereafter are effected by
endorsements on the policy document.
The following alterations are not permitted.
(1) Alterations during the first year,
(2) Alteration from one class of assurance to another where
the premium scale is reduced.
(3) Alteration to another plan which is more risk oriented.
(4) Increase in sum assured in the same policy.
The following alterations are allowed
1) Limiting the premium paying period, but date of maturity
remaining unaltered;
2) Change in the mode of payment of premium e.g. Half-
yearly to yearly or half-yearly to quarterly;
3) Alteration due to age admission, if required, has to be
compulsorily done;
4) Alteration or correction in the name of the assured/
nominee;
5) Bringing the policy under salary savings scheme;
6) Replacing a limiting clause by an extra premium. For
example the first pregnancy clause can be replaced by an
one time extra premium of Rs.5/- per thousand;

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7) An extra premium imposed for specific impairment or
occupational reasons can be removed or reduced. For
example, an extra premium imposed for hernia or
hydrocele can be removed after surgical operation.
Similarly, an occupational extra premium can be removed,
if there is change in occupation to a less hazardous one.
Notes
However an occupational extra premium cannot be
imposed, after the policy has been issued, even if the
policyholder takes up a more hazardous job.
All such alterations are effected by an endorsement on the
back of the policy or by a separate memo which becomes a
part of the policy.
2.3.5 Duplicate policy :
A policy document is a valuable document and can be used
for mortgage etc. Loss of policy document does not absolve
the insurer from the liability of payment of policy proceeds
when the claim arises. The claim can be settled on the
claimants, furnishing an indemnity bond jointly with one
surety.
If a policy is irrevocably lost, a duplicate policy can be issued,
after following a certain procedure. The insurer satisfies itself
of the circumstances leading to loss. Being so satisfied the
insurer insists upon an advertisement in a news paper,
production of an indemnity bond and payment of policy
preparation charges and there after a duplicate policy is issued.
The duplicate policy is stamped “Duplicate Policy”.
2.3.6 Nomination:
Generally nomination is made at the time of taking a policy.
In case it is not done, it is possible to make nomination
subsequently by an endorsement on the policy. It is also
possible to change a nomination subsequently by an
endorsement. After marriage, such change in nomination is
normally required.
2.3.7 Assignment
An assignment of a policy in favour of another person or
institution can be effected by an endorsement on the policy.
Re-assignment can also be done by a subsequent endorsement
on the same policy.

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As a nomination is automatically cancelled due to an
assignment, after re-assignment, it is necessary to make a
fresh nomination.
2.3.8 Renewal Notice

Notes Keeping the policy in force is in the interest of the policyholder

and also of the insurer. The insured loses the valuable
protection that the life assurance policy ensures. The insurer
loses because without the renewal premium coming, the
heavy expenses which it incurs in the beginning of a policy
cannot be compensated. Every insurer will, therefore, take all
possible actions to reduce policy-lapses and if lapsed, to get
the policy revived.
An insurer therefore sends out regular premium notices even
though it is not a legal requirement.
1) Premium notice is usually sent before the due date of the
premium. An insurer is not legally obliged to send a
premium notice. It is a matter of courtesy and greatly
helps the life assured for timely payment of premium.
2) Premium default notice : This notice is sent within 3
months after the due date reminding the policyholder to
pay the premium to prevent the policy-lapses.
3) Issue of Final lapse notice : If the premium is not paid
within six months of the due date, and the policy is allowed
to lapse, this notice is issued to the policyholder requesting
him to revive the policy to restore the full insurance cover.
4) Intimation to agent : Agent being vitally concerned with
the continuance of a policy, he is also suitably informed
every time so that he can contact the policyholder for
payment of the premium.

INTEXT QUESTIONS 1.2

1. What is FPR?
2. What is endorsement?
3. When can a duplicate policy be issued?.

2.4 SUMMARY
Life insurance being a legally enforceable contract, needs to
be documented with details of the rights and obligations of

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the parties to the contract. Proposal form duly filled in and
signed by the proposer is the first document which forms the
basis of the contract.
Every time, the insured pays the premium, he receives a
premium receipt. The premium needs to be paid in time, non-
payment of premium leads to policy-lapses. Re-instatement Notes
of the cover is called revival of the policy.
If the policy is not revived, the policy can become a paid up
policy for a reduced sum assured under certain conditions.
The policy document mentions in detail all the rights and
obligations of the policyholder. The agent is advised to explain
the various provisions of the policy to the policyholder.
The wordings in the policy document are of technical nature
and hence the need for explaining. If there are certain
endorsements on the policy, that need to be explained too.
It needs to be explained that the policy is a valuable document
and needs to be kept in safe custody and in the knowledge of
the close relatives.

2.5 TERMINAL QUESTIONS

1. Which document evidences the contract of insurance?

2. Which document records any changes in life insurance
contract?
3. Discuss the contents of Proposal Form
4. Which are the standard age proofs?
5. Why income documents are required to take a policy?
6. What alterations are not allowed in the policy?
7 Discuss the provisions of sending renewal notices.
8 Which are non-standard age proofs?

2.6 OBJECTIVE TYPE QUESTIONS

1. Which one of the following statements is correct?

a. The policy is the basis of the insurance contract.
b. The proposal is the basis of the insurance contract.
c. Both (a) and (b) statements are correct.

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d. Both (a) and (b) statements are wrong.
2. Which one of the following statements is correct?
a. The proposal must be written by the proposer himself/
herself.
Notes b. The proposal can be written by the Agent.
c. Both (a) and (b) statements are correct.
d. Both (a) and (b) statements are wrong.
3. Which one of the following statements is correct?
a. The information in the proposal form is used for
underwriting.
b. Wrong information in the proposal form can nullify
the insurance contract.
c. Both (a) and (b) statements are correct.
d. Both (a) and (b) statements are wrong.
4. Which of the following are confidential and will not be
given to the proposer?
a. The medical report.
b. The agent’s confidential report to the insurer.
c. The medical referee’s advice.
d. All the above.
5. Which one of the following statements is correct?
a. FPR is the evidence of the insurance contract.
b. The medical report is the basis of the insurance
contract.
c. Both (a) and (b) statements are correct.
d. Both (a) and (b) statements are wrong.
6. Which one of the following statements is correct?
a. The FPR is proof of commencement of risk.
b. Risk does not commence till the policy is signed.
c. Both (a) and (b) statements are correct.
d. Both (a) and (b) statements are wrong.
7. If a policyholder applies for cancellation of policy soon
after he receives the FPR

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a. The full premium will be refunded.
b. The full premium after some small deduction will be
refunded.
c. The policy will be treated as lapsed from the next
premium due date.
Notes
d. He will be debarred from taking any further insurance
policies.
8. Which one of the following statements is correct?
a. FPR is cash receipt.
b. Renewal Premium cannot be paid without the renewal
notice.
c. Both (a) and (b) statements are correct.
d. Both (a) and (b) statements are wrong.
9. Which one of the following statements is correct?
a. IRDA has prescribed proposal forms for all insurers.
b. Renewal premium cannot be paid without the renewal
notice.
c. Both (a) and (b) statements are correct.
d. Both (a) and (b) statements are wrong.
10. Which one of the following statements is correct?
a. If policy document is lost the insurance contract
becomes void.
b. The family history appears in the personal statement.
c. Both (a) and (b) statements are correct.
d. Both (a) and (b) statements are wrong.

2.7 ANSWERS TO INTEXT QUESTIONS

2.1
1. At the time of taking the policy, For any endorsement
and at the time of claim
2. Proposal form means where all the particulars of an
individual are provided to the insurance company to
underwrite the policy.

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2.2
1. The First Premium Receipt (FPR) is the confirmation of
insurance
2. Endorsement means any alteration in the policy.
Notes 3. Insurer insists upon an advertisement in a news paper,
production of an indemnity bond and payment of policy
preparation charges and there after a duplicate policy is
issued.

2.8 ANSWERS OBJECTIVE TYPE QUESTIONS

1. b 2. d
3. c 4. d
5. d 6. b
7. b 8. a
9. d 10. b

Glossary
Proposal form is the basic format which is filled in by the
proposer who wants to take an insurance policy.
First Premium Receipt is the confirmation of a concluded
insurance contract.
Policy document is the evidence of the insurance contract
and is a detailed document which mentions all the terms and
conditions of the insurance
Duplicate Policy If a policy is irrevocably lost, a duplicate
policy can be issued, after following a certain procedure. The
insurer satisfies itself of the circumstances leading to loss.
Being so satisfied the insurer insists upon an advertisement
in a news paper, production of an indemnity bond and
payment of policy preparation charges and there after a
duplicate policy is issued. The duplicate policy is stamped
“Duplicate Policy”.
Assignment - An assignment of a policy in favour of another
person or institution can be effected by an endorsement on
the policy. Re-assignment can also be done by a subsequent
endorsement on the same policy.

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