Completion of Policy Application Form and Compliance with Company Procedure

Jul 29
2 min read

29/07/2026

1. PURPOSE

This memorandum serves to remind all employees (Line Managers, Sales Agents, Sales Admin Agents, Customer Service Clerks and Branch Supervisors) of the correct procedure for completing new joining application documents and to reinforce the importance of complying with the company's application and documentation requirements.

It has come to our attention that, in some instances, employees complete the new application forms on behalf of each other in their absence for commission purposes. This practice is strictly prohibited.

The membership application form requires the Sales Agent's and/or Sales Administration Agent's (Customer Service Clerks & Branch Supervisors) signature, as this signature confirms that the individual who introduced and processed the application has verified the information and accepts responsibility for the contents of the document.

Completing application documents on behalf of another employee or obtaining signatures outside of the prescribed process compromises the integrity of the application process. It may constitute fraudulent conduct and is in direct contravention of the company's policies and procedures.

2. PROCEDURE

Where a Line Manager is conducting business without the assistance of Sales Agents or Sales Administration Agents, the Line Manager must complete the application documents in their own name and sign the documents personally.

Under no circumstances may an employee: ● Complete an application under the name of an absent Sales Agent or Sales Administration Agent. ● Sign on behalf of a Sales Agent or Sales Administration Agent. ● Request or facilitate the signing of documents after the application has already been completed in the employee's absence. ● Submit applications under another employee's name for the purpose of commission allocation.

3. COMPLIANCE The employee whose name appears on the application under the Sales Agent field must be the individual who personally explained the policy to the client, obtained the required signature, and application documents. All employees are required to adhere to this directive with immediate effect.

Any application submitted that does not meet the required standards and procedures may be declined, sent back for rectification, or subject to further investigation in line with the company’s policies and disciplinary processes.

We appreciate your cooperation and commitment in ensuring that the application process remains accurate, transparent, and compliant with company procedures.

By order

Promise Ramatseba

Insurance Administration Supervisor

Download this memo here:

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