Handling Certifying Letters

Automatic Letters

Each year, a number of companies send MDRT certifying letters to representatives who qualify for MDRT based on the business placed with their company. Sending automatic certifying letters has several benefits, including:

• Letting producers know that they qualified for MDRT. It is also an opportunity for a company executive to encourage membership in a cover letter.
• Allowing the company’s certifying officer to schedule the generation of certifying letters, reducing the number of urgent, last-minute requests from producers.
• Automating what would otherwise be a manual process, allowing for greater efficiency and productivity.

Guidelines for Automatic Certifying Letters

1. Identify the eligible agents. After the company's books are closed for the year, identify the agents to receive automatic certifying letters. Some companies include agents who meet at least 80 percent of the MDRT requirement.
2. Download the MDRT certifying letter. The letters can be found at: mdrt.org/join/member-requirements/. Please select the proper language and format for your needs. The production information can be arranged to print in the appropriate places on the certifying letter form through an automated process, such as a mail merge. The bar code in the upper right corner of the certifying letter is required. Please do not create your own certifying letters, as it will significantly delay the processing of your members’ applications.
3. Sign the automatic certifying letter. Electronic or stamped signatures are acceptable.
4. Send the automatic certifying letter to the eligible agents. Be sure to inform the agents that this is their MDRT certifying letter and they do not need to send the one included in the application packet from MDRT to you for certification.



Important: Allow enough time for the agents to request an application from MDRT. A mailing date of mid-January is best.

Manual Letters

1. Review the certifying letters submitted to you from MDRT applicants.
2. Certify the applicant earned and was paid the amount of commissions or premium indicated by the type of product. This amount must be in U.S. dollars.
3. To convert non-U.S. currency into U.S. dollars, divide the local currency by the MDRT conversion factor for the country. See production information for the conversion factor you should use at: mdrt.org/join/member-requirements/.
4. Certify the applicant has produced and was paid for the number of separate lives or cases indicated by the type of product.
5. The certifying official signs on the signature line and enters the date of signature.
6. Print or type the name and title of the company official, company name, address, e-mail address, and telephone and fax numbers.
7. Return certifying letter to the applicant as quickly as possible.