Book of business transfer between agents
How do we transfer a book of business to a new agent of record with the letters of authorization collected, the approvals recorded and every policy updated in the policy system?
Run the transfer as one case over many policies. Callvu opens the transfer with the list of policies (from an agency sale, a producer leaving, a policyholder's request), classifies each policy's transfer type and what it needs (a policyholder's letter of authorization for a change at their request, the agency agreement and the carrier's consent for a book sale, the commission vesting and the chargeback treatment for the departing agent), chases the letters of authorization from the policyholders and the agreements from the agencies through links, checks each against the policy and the producer records (the receiving agent licensed and appointed in the state), routes the approval to the agency manager in the Decision Desk, and writes the agent of record change with its effective date and the commission treatment to the policy system and the commission system policy by policy.
In scopeComplex: multi-party handoffsCallvu moves: chase and verify, decide, write back
Last updated November 7, 2026.
The problem today
Two hundred policies moved on a spreadsheet; forty of them had no letter of authorization and the departing agent disputed the commissions for a year.
Books of business move when an agency is sold, an agent leaves, or policyholders choose a new agent. The transfer is a spreadsheet of policy numbers sent to the carrier's agency department, which keys the new agent code into each policy. The letters of authorization, which are the policyholder's instruction and the carrier's protection against the departing agent's claim, are collected afterwards or not at all, and the commission split between the agents is argued over for months.
An agent of record change at the policyholder's request needs the policyholder's signed letter; a book sale needs the agreement between the agencies and the carrier's consent under the producer agreement; the receiving agent must be licensed and appointed in each policy's state; and the commission schedule sets the vesting of the departing agent's renewals and the date from which the new agent is paid. Each policy is its own check, and the case is the set.
The policyholder's signature is what makes the transfer theirs.
How it runs
From the requestto the system of record.
An agency, a producer or a policyholder requests an agent of record change, for one policy or a book. Callvu opens the transfer case with the policy list.
- Policyholder
- Signs the letter of authorization on a secure screen for a change at their request.
- Receiving and departing agencies
- Provide the purchase or transfer agreement and acknowledge the terms through links.
- Agency manager
- Approves the transfer in the Decision Desk.
- Callvu
- Classifies each policy, chases the documents, checks, routes and writes back policy by policy.
Classify each policy
Each policy on the list is classified by transfer type (policyholder request, book sale, producer termination, carrier reassignment) and checked for what it needs: a letter of authorization, the agencies' agreement and the carrier's consent, the receiving agent's license and appointment in the policy's state from the producer system, and the commission vesting and chargeback treatment under the departing agent's agreement.
Chase and verify the documents
Letters of authorization are sent to each policyholder on a secure screen to sign (with identity confirmed against the policy), the agreement and the acknowledgments are requested from the agencies through their links, and each document is read and checked (the policy number, the policyholder's name, the signature and date, the agent codes); the case shows which policies are ready and which are waiting on whom.
Decide
The agency manager approves the transfer in the Decision Desk with the policy-by-policy status, the licensing checks and the commission treatment, and only the allowed outcomes: approve the ready policies with the effective date, approve all with conditions, hold named policies with the reason, or decline with reasons; a policy whose receiving agent is not appointed in its state is excluded by rule until the appointment is filed.
Write back
The agent of record change with its effective date is written to the policy system policy by policy, the commission treatment (the departing agent's vested renewals, the new agent's start date) is written to the commission system, both agencies and the policyholders receive the confirmation, and the transfer record with its documents stays on each policy.
Where it ends: Every policy moved with its letter or agreement on file, the receiving agent verified in its state, the commission treatment recorded, and the policy and commission systems updated policy by policy. The Decision Trace shows each policy's classification, checks and the approval; the Audit Trace shows each signature, document and write.
Runtime enforcement
What is enforcedwhile the work runs.
The regulations preloaded in Callvu Studio and the bank's own policies, applied as steps that run, not lines in a binder. A step that breaks a rule does not run, so a completed run was compliant.
The handoff
Between the front doorand the back office.
The front door
The policyholder signs on a secure screen; the agencies work through their own links; the case shows who is waiting on whom.
The back office
The agency manager approves on policy-by-policy status; the systems are written from the approval.
The Decision Desk
- The transfer goes to the agency manager in the Decision Desk with each policy's status, the licensing checks and the commission treatment, and only approve the ready policies, approve with conditions, hold named policies with reason, or decline with reasons.
Proof
In scope.Proof at scale, not one process at a time.
The kind of process Callvu runs in production for customers in this industry. Ask for a reference on this exact process. The results below are the industry's published proof; each claim code links to its record on agents.callvu.com.
Phoenix put more than 100 processes live in under 3 months.
Across Callvu customers
More than 1,000 processes are live across Callvu customers.
Across Callvu customers
Questions
What buyers ask next,answered plainly.
What does each policy need to move?
A signed letter of authorization from the policyholder for a change at their request, or the agencies' agreement with the carrier's consent for a book sale, plus the receiving agent licensed and appointed in the policy's state.
How do policyholders sign?
On a secure screen with their identity confirmed against the policy, with reminders until every letter is signed; the case shows which policies are ready.
What about the departing agent's commissions?
The vesting and chargeback treatment under the agreements is decided with the transfer and written to the commission system with the change.
Related processes
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