Amending and Cancelling of Official Company documents
- Jan 27
- 2 min read
27/01/2026
This memo serves as a reminder of the importance of strictly adhering to established rules and regulations when making changes to Insurance Administration documents: 1. Add On Application form 2. Debit Order Authorisation Agreement 3. Manual Receipt 4. Membership Application form 5. New Registration Manual Receipt 6. Plan Amendment form 7. Policy Reinstatement As outlined, the following procedures apply:
Amendments to Documents: Any amendments made on the above-mentioned documents must be signed by the Sales Admin Agent / Customer Service Clerk / Line Manager / Branch Manager / Branch Supervisor or any other staff member authorized to sign these documents. Amendments must be signed on the original document with all the copies placed in the book. This way the amendment will be shown on all the copies of the document. Cancelling of Documents: Alternatively, the document can be cancelled as follows: ● Staple all the copies of the document together in the book. ● Draw a line through the document and write “CANCELLED.” ● Sign and date the cancelled document (by the Sales Admin Agent / Customer Service Clerk / Line manager / Branch Manager / Branch Supervisor or any other staff member authorized to sign these documents). Important Note: ● Altering the information on a copy of any of the above-mentioned documents in the book with a pen or pencil is strictly prohibited. ● All cancelled documentation (Manual Receipt & New Registration Manual Receipt) must be recorded on the Daily Cash-up Form. Failure to follow these procedures results in inaccurate records, delays in reconciliation, and added corrective work that could otherwise be avoided. Consistent compliance ensures efficient operations, protects the integrity of company records, and supports overall productivity. All staff are expected to familiarize themselves with and always adhere to these procedures. Should there be any uncertainty about the correct process, please consult your Supervisor or Insurance Administration department staff member before acting. This memo highlights the importance of strictly following procedures when amending or cancelling Insurance Administration documents to avoid compliance risks, inaccurate records, and unnecessary administrative work. All changes must be properly authorized, documented, and carried out according to set rules to ensure accuracy and integrity of company records. Kind regards Annelize Rossouw / Promise Ramatseba Insurance Administration Department
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