It’s peak season. That means a lot of quoting for prospects and current clients. As part of the quoting, underwriting, and enrollment process, there are several forms required. Here’s an overview.
What Employer Information Do Brokers Need to Quote a Group?
Some of what you need will vary by carrier. As a general rule, though, you will need some or all of the following to begin the quoting process:
Employer Legal Name
The full legal name not just a “doing business as” name. As an example, the Word & Brown General Agency’s full corporate name is Word & Brown Insurance Administrators, Inc. (That’s also the name on our business license.)
Employer Tax ID
This is a fairly new requirement that may not have been a part of your last application and group case submission. You can get this info from your client. Or you can find it on the employer’s quarterly contribution return and report of wages. This is known as the DE 9C in California or Form NUCS-4072 in Nevada. Tax ID information is also available online. You can find it on the Business Entities section of the California Secretary of State’s website. Search functionality does not cover Limited Liability Partnerships (LLPs) or General Partnerships (GPs). You must submit a request for LLP and GP filings using a Business Entity Records Order Form. You can find similar information for Nevada businesses using the Nevada Secretary of State website.
Business Headquarters ZIP Code
The ZIP Code you provide should match the principal address for your client. It should not be a branch ZIP Code unless each branch acts as the administrator for its own employees. This is important because a ZIP Code affects the rates. If you have a ZIP Code that spans two counties, you should also mention which country the applies to the group.
Renewal Notice
If your client has a renewal notification, that should be shared with Word & Brown, too. It may include information about the group’s current plan information. That can be helpful in running a comparison quote for alternative, comparable coverage.
Prior Carrier Bill
Some carriers may ask for the prior carrier bill. This is helpful if you cannot get the Renewal Notice, so Word & Brown can assign employees to the right plans.
What Group Census Information Is Required?
For the members of your client’s group, you will need to assemble the following:
Group Census
Your group census should include information about each employee and dependent(s) to be covered. This includes name, gender, date of birth, and ZIP Code for home address. If available, also provide information about current coverage. This information may be shown on the group’s renewal or prior carrier bill. Again, this can be helpful in mapping applicants to new coverage comparable to their current plans.
The W&B Insurance Forms Library offers carrier-specific census forms as well as census templates for Small Groups and Large Groups. Link to the library here.
Some census forms include information that may not be required. Ask your Word & Brown representative or the Underwriting team about what is essential. If your client is an Applicable Large Employer (ALE), the business is subject to the Affordable Care Act (ACA) employer mandate. Link here for more information on the Internal Revenue Service website.
Additional Forms for Large Groups, Enrollment, and Payment
Word & Brown offers a wealth of other forms to help you address your clients’ needs. These include:
Large Group RFP Template
If you’re writing groups of 101 or more in California – or groups of 51+ in Nevada – be sure to include the Request for Proposal Template. You can find these forms in W&B’s online library.
Enrollment Forms and Employee Waivers
Once your group is approved, forms needed for your client’s selected health plan(s) will vary by state and carrier. However, at a minimum, the employer will need to complete an Employer Application. (If applicable, be sure you complete the Agent Attestation section.) Each enrolling employee will need to complete an Employee Application. Those who waive coverage will likely need to complete a waiver form. We recommend collecting employee waivers, even if a selected carrier does not require them. Having waivers on file can aid an employer down the line. (Read a related article by Paul Roberts, W&B’s Sr. Director of Health Policy & Education.) Use the link above to search for all of the forms in our online Insurance Forms Library, including available carrier checklists.
Automatic Payment (ACH) Form
Most carriers prefer automatic premium payments. To set up electronic debit payments, use the Automated Clearing House (ACH) authorization. ACH forms are also available in the W&B online forms library.
Summaries of Benefits and Coverage
Word & Brown’s carrier pages offer you access to Summary of Benefits & Coverage (SBCs). Also available are provider search and prescription drug search tools. Some carriers also offer Small Group Enrollment Kits.
Carrier Appointment Forms
If you are not already appointed with the carrier(s) selected by your client, additional forms may be required. These may include a broker licensing form or a direct deposit form, so you can be paid commissions directly. You’ll find these available online.
Questions About Quoting Forms?
If you have questions about any of the forms used in getting a quote, contact your Word & Brown representative. We want to help you write more and earn more – in 2026 and for years to come.
