So you've made the strategic decision to transition to a new insurance provider for your employee benefits insurance, also referred to as group insurance for employees.
And now your goal is a seamless switch, ensuring continuous coverage with no gaps between your existing policy and the new one soon to take effect — a process known as a policy takeover.
Below, you'll find a checklist for a policy takeover application for your type of business registration.
If you are starting fresh with a new employee benefits insurance plan and don't have an existing policy, we've got you covered with a checklist, too!
We have included a checklist for the most common business types, such as Sdn Bhd, LLP and etc; as well as the more unconventional entities, such as an embassy, a trustee company, and professional bodies like The Malaysian Medical Association (MMA) and Board of Engineers Malaysia (BEM).
Download a copy of your checklist after jumping to the section for your type of business registration:
If you're exploring options or find yourself in the unique position of managing policy takeovers for multiple entities, here’s an overview of the required documents for a smooth transition across all entity types:
Document to submit
Public Listed Company
Private Limited Company
(Sdn Bhd)
Sole Proprietorship
Partnership
Limited Liability Partnership (LLP)
Clubs / Societies / Charities
Professional Body
Legal Arrangement (Trustees)
Embassy
Documents | Public Listed Company | Private Limited Company (Sdn Bhd) | Sole Proprietorship | Partnership | Limited Liability Partnership | Clubs / Societies / Charities | Professional Body | Legal Arrangement (Trustees) | Embassy |
|---|---|---|---|---|---|---|---|---|---|
Standard Application Documents | |||||||||
Group insurance application form | |||||||||
Authorisation form / letter with your company letterhead | Cell | ||||||||
A copy of NRIC / Passport of the authorised person | |||||||||
Insurer-generated employee listing with plan allocation info (generated by your existing insurance company) | |||||||||
Employee listing (using a mandatory, insurer-specific template that we will provide) | |||||||||
Claim history over the past 3 years (.xls or .xlsx file) | |||||||||
Full copy of existing group insurance policy contract | |||||||||
Employee health declaration form this is only required if you have insufficient headcount | |||||||||
Business Verification Documents | |||||||||
Form 8 - Certification of incorporation of public company | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Form 9 - Certification of incorporation of private company | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Form 13 - Certificate of incorporation on change of name of company | Cell | Cell | Cell | Cell | Cell | Cell | Cell | ||
Form 24 - Return of allotment of shares | Cell | Cell | Cell | Cell | Cell | Cell | Cell | ||
Form 49 - Return giving particulars in register of directors, managers and secretaries and changes of particulars | Cell | Cell | Cell | Cell | Cell | Cell | Cell | ||
Memorandum & articles of association | Cell | Cell | Cell | Cell | Cell | Cell | Cell | ||
Director resolution | Cell | Cell | Cell | Cell | Cell | Cell | |||
SSM business or corporate information | Cell | Cell | Cell | Cell | |||||
Form D/E - Certificate of business registration | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Registration of partnership | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Certificate of registration of limited liability partnership | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Partnership agreement | Cell | Cell | Cell | Cell | Cell | Cell | Cell | ||
Registration of society | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Certificate of professional registration | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Deed of trust | Cell | Cell | Cell | Cell | Cell | Cell | Cell | Cell | |
Organisation chart | Cell | Cell | Cell | Cell | Cell | Cell | Cell | ||
Employee benefits insurance checklist pdf for download
At the bottom of each section below, click to download the pdf for your business registration type.
Public Listed Company
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Form 8 - Certificate of incorporation of public company
- Form 13 - Certificate of incorporation on change of name of company
- Form 24 - Return of allotment of shares
- Form 49 - Return giving particulars in register of directors, managers and secretaries and changes of particulars
- SSM corporate information
Checklist for public listed company
Private Limited Company (Sdn Bhd)
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Form 9 - Certificate of incorporation of private company
- Form 13 - Certificate of incorporation on change of name of company
- Form 24 - Return of allotment of shares
- Form 49 - Return giving particulars in register of directors, managers and secretaries and changes of particulars
- Memorandum & articles of association
- Director resolution
- SSM corporate information
Checklist for private limited company (sdn bhd)
Sole Proprietorship
Documents needed for policy takeover application:
- Group insurance application form
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Form D - Certificate of business registration
- SSM business information
Checklist for sole proprietorship
Partnership
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Registration of partnership
- Partnership agreement
- SSM business information
Checklist for partnership
Limited Liability Partnership (LLP)
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Certificate of registration of limited liability partnership
- Partnership agreement
- SSM business information
Checklist for limited liability partnership (llp)
Clubs/Societies/Charities
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Certificate of registration issue by Registry of Societies Malaysia
- Memorandum & articles of association
- Organisation chart
Checklist for clubs/societies/charities
Professional Body
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Certificate of professional registration
Checklist for professional body
Legal Arrangement (Trustees)
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Deed of trust
Checklist for legal arrangement (trustees)
Embassy
Documents needed for policy takeover application:
- Group insurance application form
- Authorisation form/letter with your company letterhead
- A copy of NRIC/Passport of the authorised person
- Insurer-generated employee listing with plan allocation info (generated by your existing insurance company)
- Employee listing (using a mandatory, insurer-specific template that we will provide)
- Claim history over the past 3 years (.xls or .xlsx file)
- Full copy of existing group insurance policy contract
- Employee health declaration form (This is mandatory only if you don't have the minimum headcount required by your chosen insurer.)
- Embassy organisation chart
Checklist for embassy
We're here to support your policy transition!
Set yourself up for a seamless group insurance policy takeover with our meticulously crafted checklists.
While we've diligently worked to ensure these lists are exhaustive, keep in mind that your chosen new insurer might require additional info — and don't worry, as your dedicated service provider, we are committed to guiding you through every step.
Stuck somewhere with your checklist? We're just a call or text away.
Reach out, and we'll gladly assist you through every detail!