Helpful Hints

Helpful hints for filing policies and other relevant items with the SLSOT.

Limit the number of staples on each item, preferably one on the left hand corner.
When submitting items with premium, be sure the premium is also listed on the Transmittal and Verification Slip.
Tax and stamping fee are to be shown separately on each applicable item. Do not add them together.
Agent of record letters should be typed on your agency letterhead. Please include the name of the previous agent in the letter.

When submitting a tagged item, please staple the tag on top of the item rather than behind it.
Tags for missing or altered Complaint Notice and/or Guaranty Fund stamp must be answered by using an "Attaching Clause". Simply submitting these forms alone or stapled to a copy of the dec page is not acceptable.
It is important that you read the entire tag.
On renewal certificates, please give us the prior year's policy number if different from the renewal number.
Don’t forget...the name and address of the procuring surplus lines agent must be shown on every new or renewal insurance contract, certificate, cover-note or other confirmation of insurance as prescribed by the Texas Insurance Code, Article 1.14-2 Section 7(a).
Make sure each Transmittal and Verification Slip has a separate total even when submitting a group of numbered batches.
Remember that reports on continuous until canceled policies use the tax rate and stamping fee rate effective on each year’s anniversary date.
Please provide the binder number on policies replacing binders if the policy number is different.
Return tagged items on a NEW Transmittal & Verification Slip. Don’t recycle your old Transmittal or return the tags without a Transmittal and Vertification Slip if requested.
When filling out your Transmittal Slip, please list the policy before endorsements, etc. if they are for that same policy.
Date extensions must have the Non-Participation in the Guaranty Fund stamp. You must also include the complete names of the securities and a list of Lloyd's syndicate numbers (if any).
Multiple transactions for the same policy need to be listed separately on the Transmittal.
When submitting a batch, please place the items in the same order as they are listed on the Transmittal.
Don't forget about the "Checklist For Submitting Items To The Stamping Office". It can help prevent tags.
Remember to show your license number on all Transmittal and Verification Slips and be sure the number is correct.
Each batch submitted should be fastened together, either by rubber bands, clips, or staples.
When responding to tags for a missing "Non-participation in the Guaranty Fund Notice" or "Complaint Notice", please submit the items on a non-premium Transmittal & Verification Slip to prevent duplication of premium.
If you are correcting something within the policy (at the time of the policy submission) put the correcting endorsement on top of the policy so it won't be overlooked.
An Agent of Record letter must be sent with renewal certificates if the agent is different from the prior year.
When submitting the annual installments on multi-year policies, don't send the entire policy again. Just file the installment schedule or, if none, just send the dec page with the appropriate info highlighted & a note of explanation.
Please remember to send two copies of the Transmittal and Verification Slip with each batch (but only one copy of each item).