The Life of a Mailed-in Policy

While the Surplus Lines Stamping Office of Texas (SLTX) receives about 98% of our filings through online resources, we still receive approximately 100 mailed policies for processing every day. When a policy is brought into the office, it is sorted and removed of all staples and paperclips (best to send without them!). Everything is then “batched” together with their corresponding Policy List Form and other minimum requirements to submit a policy. Once ready, the policy batches are scanned into a digital file and then distributed into the SLTX Policy Analysts’ workload by the Operations Manager.

Policies are assigned amongst policy analysts based on workload and experience level and are processed in the order which they are received. Once received, a policy analysis is performed to extract policy data for input into our internal system.  The amount of time to process a policy depends on several factors such as the number of items in a batch and the accuracy of the required information.  The overall workload of the Policy Analyst is also a factor as the Operations Team handles calls, emails, audits, monthly and annual reports, and other essential tasks related to all the filings received.

The policy analysis may identify errors, omissions, or other mistakes that the analyst will “tag” or label as potentially needing changes. If changes are necessary, the policy is returned to the initial sender with tags (needed corrections). Once corrected, the policy must be resubmitted to the SLTX office with a NEW Policy List Form (NOT a Transmittal and Verification Slip).

Once the policy/ batch process has been completed, a confirmation (batch edit) of the policy or items which were received and processed will be sent to corresponding agents/users by mail or email, depending on preference. SLTX retains the electronic version of the policy batch for five years.  If there are any questions or concerns after a batch is completed, please contact SLTX’s Tech Support Team at techsupport@sltx.org.

Our “Life of a Mailed-in Policy” infographic can also be found on our website.

The stamping office is here to provide aid and excellent customer service to all in our industry. If there are any SLTX processes you are curious about, please utilize our “Submit your Questions” page on our website.