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Quick Guide: 6 Types of Insurance Documents that Need Templates


The insurance industry depends on documents for most of their work. This creates a need to simplify the creation of these insurance documents. Templates offer a quick way to create documents for insurance claim among others, especially those that are needed often and may require repeated actions to produce.

By creating templates for the following different types of insurance documents, insurance firms can make their work easier and reduce the amount of time spent preparing documents for clients.

Insurance Quote Templates

Before an organization or individual signs up for insurance, they will be interested in knowing how much it will cost them. Marketers and sales agents in insurance companies constantly need to generate quotations for possible clients. An insurance quote sheet template for this document makes it easier to generate several quotations and deliver them to clients without errors. A typical insurance quote template Word would include the following sections:

1. Introduction Statement: This could be a brief letter describing the insurance company and letting the prospect know what you stand for and what you represent in the insurance quotation template.

2. Product List: This insurance estimate format section has the full list of insurance packages that the insurance company provides. Some insurance companies choose to focus on the packages that would interest the prospect while others will mention everything they offer.

3. Pricing: This section is what would interest the prospect the most. It shows the premiums paid for different policies as well as what is covered under those premiums. The pricing is usually for only the policies that apply to the prospect. For example, a medical practice would not need quotes related to a hotel.

4. Terms and Conditions: This section explains the conditions under which the policy will be issued. These need to be error-free and that is why having them as part of the template is important.

Insurance Policy Template

Every new client will need an insurance policy document that spells out what the insurance covers. These documents for insurance policy have five parts and most of the information contained here is the same for all policies. Having an insurance policy form template instead of copying and pasting sections would make it faster and easier.

Whether it is a life insurance template or a home insurance policy template it needs to have the following parts:

1- Declaration: This has the details of the insured individual or company, the type of insurance being provided, the limit of coverage as well as the premium. The declaration is the summary of the policy. This part may have some variables that need to be filled.

2- Agreements: This part has information regarding what the insurance company is ready to pay for in case the insured risk befalls the client. There may be many agreements listed within the policy. An insurance form template makes the process of producing this section faster.

3- Definitions: Some words or phrases are unique to insurance documents and so may have a slightly different meaning from ordinary use. This part of the policy clarifies the meaning of such words. This helps policyholders understand what the insurance policy covers.

4- Exclusions: This helps to clarify what may not be covered under the policy. Exclusions also can specify what is covered (and to what extent).

5- Conditions: This section determines under what conditions the insurance company will provide cover under the policy. For example, it will pay for the theft of property from a client’s home on condition there is evidence of forced entry.

Insurance Letters

Insurance companies communicate with their clients often and letters are a common medium for communication. To save time that would be spent drafting letters, insurance companies can have templates for these letters.

Insurance letters that need templates are usually notifications. These notify clients about progress made in their claims processing, expiry of their policy as well as adjustments made to the policy or claims. These insurance documents or letters need to have a standard flow and must be free of error.

Most parts of notification letters remain the same, so it is possible to have templates for them. The sections of the insurance letter sample can include:

1. Address: The address of the insurance company and includes the logo of the company clearly at the top. The information on this part does not change.  

2. Particulars of Recipient: This is a variable section that can be populated according to the intended recipient's information. It will comprise the name of the correspondent, address, policy number (where applicable)

3. Date: The date the letter was authored must be included. Sometimes a letter may be urging the correspondent to take action within a given period from the date the letter was issued.

4. Body: This part of the letter contains the important information that the insurance company wishes to convey to the recipient. The greater part of the body of the letter is standard except for variable fields like dates and figures.

5. Sign off: This part has the signature of the author of the letter or authorizing officer and where necessary, it will be copied to other stakeholders.

Certificates of Insurance

Every time an insurance policy is approved, the policyholder is issued a certificate of insurance. This insurance document contains a summary of the insurance policy as well as details of the holder of that policy. It is important that no mistakes are made on this document and having a template for the document can eliminate errors.

Although there is no particular format for a certificate of insurance form, there are certain fields that need to be included in the template. These include:

1. Date: This shows when the certificate of insurance are issued in. There is also another field that will show the duration of the policy. It will show the start date and the expiry date.

2. Disclaimer: This section summarizes the nature of the insurance with limitations included.

3. Insurer: The name and particulars of the insurance broker that is issuing the certificate.

4. Policy Holder: This field contains the name of the individual or organization that is being insured. It will include other details that help to identify the policyholder including the policy number.

5. Insurance Cover: This field spells out what the insurance policy covers. It is the section that most people pay attention to when they ask for the certificate as it gives proof that the certificate holder is insured for a particular liability. It can contain more than a single cover if the insured has multiple covers.

6. Liability Limit: This field gives the exact amount of money that would be paid as compensation under the premium paid.

7. Additional Information: An extra field can include information like a list of items covered under the policy for example a list of vehicles insured by an organization. It can also inform the holder about the means of communication that will be used to notify them when the policy has been canceled.

8. Declaration: Some certificates will include a section where the parties involved declare their commitment to honor the policy details.

9. Signatures: This field contains signatures of the insurance company and the insurance broker.

Insurance Claims Documents

Insurance claims documents are detailed reports that need to be organized in a manner that makes them easy to read. Having a template that structures documents required for insurance claim in a particular way will help achieve that aim. The documents required for the settlement and claims of insurance policy will need templates and these include:

1. Medical Reports: For medical insurance, the claims template would be structured in a way that all the necessary medical information can be captured to ascertain the amount of money to be paid towards settling the medical bills.

2. Accident Reports: For auto insurance, accidents are a common claim. The report template has a structure to be followed when compiling and creating this report.

3. Inventory: In the case of loss or damage to property, the claims document will list all the property that has been lost or damaged. The items will also be valued so that compensation can be made.

4. Third-party Claims: In case the insured person has caused injury or loss to a third party, an assessment is made and the results of that are entered into the claims document. Different insurance companies can choose how these document templates can be structured.

Insurance Loss Adjustment Documents

When a claim notice is issued, the insurance company uses loss adjusters to determine the liability of the insurance company. The number of loss adjustment documents that may need to be produced by a single insurance company is just as many as the claims and that is why templates are needed for the claim adjustment process. The template will help to quicken the process of loss adjustment so that the client can get a settlement as soon as possible.

In Conclusion

Templates are used as part of the document automation process. They provide a quick way to generate insurance documents that are used often and have to be created in bulk. With templates, a 100-page contract can be completed within minutes and you can be sure that the result is perfect and just as accurate as any other document that is produced using the same template. It is for this reason that insurance companies need to determine carefully which insurance documents will need templates and choose the best document automation software to do the job.

Comparing different document automation solutions? Check out our feature review table to learn more about the top document automation software.

Tags Start & End

Tags Can Start & End Anywhere

Appendix B

.NET code for multi-page image output

Appendix A

Java code for multi-page image output

Data Bin Search

The Data Bin can now be searched to find a table, column, node or other piece of data without scrolling through it all.

Shrink to Fit

This will shrink the contents of a cell until it fits the defined cell size.

Time Zone Conversion

A new Windward macro has been added to help with converting dates and times from UTC time to the local time zone.

Image Output Format

New image output formats added.

PostScript Output Format

PostScript, commonly used with printers and printing companies, has been added as an additional output format.

New and Improved Datasets (Designer, Java Engine, .NET Engine)

Datasets have been re-written from scratch to be more powerful and easier to use.

Stored Procedure Wizard (Designer)

This works for all tag types that are connected to a SQL-based data source (Microsoft SQL Server, Oracle, MySQL, or DB2).

Boolean Conditional Wizard (Designer)

Before, conditional statements could only be written manually. Now they can also be built using our intuitive Wizard interface.

Reorganized Ribbon

The ribbon menus have been re-organized and consolidated to improve the report design workflow.

XPath 2.0 as Data Source

Adds various capabilities such as inequalities,descending sort, joins, and other functions.

SQL Select Debugger

SQL Select  Debugger

  • The look and feel was improved
  • Stored Procedure Wizard
  • Improved Exceptions pane

Tag Editor/Tag Selector

Added a Query tab as a field for typing or pasting in a select statement

  • Color Coding of Keywords
  • TypeAhead
  • Evaluate is now "Preview"

Rename a Datasource

All tags using that Data source will be automatically updated with that name.

Connecting to a Data Source

New single interface to replace 2 separate dialog boxes

Tag Tree

Displays of all the tags in the template, structured as they are placed in the template. This provides a simple & intuitive way to see the structure of your template. Also provides the capability to go to any tag and/or see the properties of any tag.

Added Javelin into the RESTful Engine

Support for Google Application Engine Integration

The ability to integrate the Windward Engine into Google’s cloud computing platform for developing and hosting web applications dubbed Google Applications Engine (GAE).

Additional Refinement for HTML Output

  • Improved indentation for ordered and unordered lists
  • Better handling of template header and footer images
  • Better handling for background images and colors

Redesigned PDF Output Support

This new  integration will allow for processing of complex scripts and bi-directional  text such as Arabic.  Your PDF output  will be much tighter and more closely match your template, and we’ll be able  to respond rapidly to PDF requests and fixes.

PowerPoint Support

Includes support for new ForEach and slide break handling, table header row repeat across slide breaks, and native Microsoft support for charts and images.

Tags are Color Coded

Tags are color coded in the template by type, making it easy to visually identify them.

Increased Performance

Version 13’s core code has been reworked and optimized to offer a reduced memory footprint, faster PDF generation and full documentation of supported features and limitations in the specifications for DOCX, XLSX and PPTX.

Advanced Image Properties

Documents can include advanced Word image properties such as shadows, borders, and styles.

Improved HTML Output

Windward has updated HTML output to reflect changing HTML standards.

Version 13 New Data Sources

Windward now works with a slew of new datasources: MongoDB, JSON, Cassandra, OData, Salesforce.com

Generate Code

The Generate Code tool in the designer allows you to open an existing template and, with a click of a button, automatically create a window with the code needed to run your current template with all data sources and variables. Simply copy this code and paste into your application's code in the appropriate place. You now have Windward integrated into your application.

You only need to do this once. You do not do this for each template. Instead, where it has explicit files for the template and output, change that to parameters you pass to this code. Same for the parameters passed to Windward. This example uses explicit values to show you what to substitute in where.

Pivot Tables Adjusted in Output

Any pivot tables in an XLSX template are carried over to the XLSX output. The ranges in the pivot ranges are adjusted to match the generated output. So your final XLSX will have pivot tables set as expected in the generated file.

This makes creating an XLSX workbook with pivot tables trivial.

Imported Template Can be Set to Match the Parent Styles

In an imported sub-template, if its properties for a style (ex. Normal) differ from the parent template's properties for the style, the use in the sub-template can be set to either use the properties in the sub-template, or the properties in the parent.

You set to retain when you don't want the child template's styling to change when imported. You set to use the parent when you want the styling of the imported template to match the styling in the parent.

Any explicit styling is always retained. This only impacts styling set by styles.

Tags can be Placed in Text Boxes

Tags can be placed in text boxes. Including linked text boxes. This gives you the ability to set the text in a textbox from your data.

Tags can be Placed in Shapes & Smart Art

Tags can be placed in shapes & smart art. This gives you the ability to set the text in a shape from your data.

HTML Output Supports Embedded Images

When generating HTML output, the engine can either write bitmaps as distinct files the generate HTML references, or it can embed the images in the HTML providing a single file for the output.

Footnotes & Endnotes can Have Tags

You can place tags in pretty much any part of a template, including in footnotes & endnotes.

Document Locking Supported in DOCX & XLSX

Any parts of a DOCX or XLSX (PowerPoint does not support this) file that are locked in the template, will be locked the same in the output.

Specify Font Substitution

If a font used in the template does not exist on the server generating a report, the font to substitute can be specified.
In addition, if a glyph to be rendered does not exist in the font specified, you can specify the replacement font. This can be set distinctly for European, Bi-Directional, and Far East fonts.

Process Multiple Datasources Simultaneously

If you need this - it's essential. And if you don't need it, it's irrelevant.

Windward enables you to build a document by applying multiple datasources to the template simultaneously. When Windward is merging the data into a template, it processes the template by handling each tag in order, and each tag pulls from different datasources. (As opposed to processing all of one datasource, then processing the next.)

This allows the select tag to use data from another datasource in its select. For example, if you are pulling customer information from one data source, you can then pull data from the sales datasource using the customer ID of the customer presently processing to pull the sales information for that customer. If you're interested in patching together your data from multiple datasources, read this post on our blog.

Genesis Abel

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Genesis Abel


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