How to use digital forms

HOW TO GET STARTED WITH DIGITAL SIGNATURES

To make working with us easier, we can now accept electronic signatures on certain Utmost Limited and Utmost PanEurope forms. You can do this through a digital signature service provider.

THE BENEFITS OF USING DIGITAL SIGNATURES

It saves you time and money – you’ll be able to send paperwork to clients via email, rather than having to travel to obtain a wet signature.

Processing times should reduce. Where instructions are provided electronically, they will be much clearer and easier to process.

Clients will be able to sign their documentation on their PC or mobile device, making it more convenient for them to complete transactions.

It is obviously more environmentally friendly and, in the face of the current COVID-19 pandemic, it means less business will have to be conducted fact-to-face.

WHAT DO I NEED?

If you don’t already have a digital signature service, you will need to sign up for one. Two such providers are DocuSign or Adobe Sign.

Please note, we are unable to recommend a particular provider. A list of some alternative providers is available here. If you are not familiar with digital signatures, the videos below may provide some useful information to help you decide which platform could be right for you.

Utmost Limited

In order to accept digitally signed forms we need one signatory linked to the bond to be a registered user of our secure website. If they are not registered they can do so via the Utmost Limited secure site. They must use the same email address as the one associated with their online access.

Where clients are new applicants they will not be able to register for our website until their bond has been issued. In these cases we ask that clients use the same email address that they used to submit their digital signature when subsequently registering for website access. 

Alternatively, if you have authority to act on your client’s behalf, you need to be a registered user.

Along with the digitally signed form, you will also need to send the supporting audit document which may be called something like a Certificate of Completion or Final Audit Report. The digital signature service you select will have its own audit process. 

What forms are available?

For a full list of the forms that are currently available, visit the ‘Digital Signatures ‘ section of the Utmost Limited secure online site.

Please note the Withdrawal or Surrender form can be used for:

  • Single Withdrawals or Segment Surrenders to a maximum of GBP 50,000 (or currency equivalent)
  • Update of an existing Regular Withdrawal where the annual amount of regular withdrawal is a maximum of GBP 50,000 (or currency equivalent).

The following conditions apply:

  • A Valid Digital Signature is required for all Policyholders
  • Payment must be to a UK Bank Account that we have paid to previously
  • We will not accept change of Bank Details with an digital signature
  • A Claim Request must meet all of the above requirements; however, we do reserve the right to decline to act on the digital signature and insist on the originals or to call the client to confirm the instruction.

We are also in the process of making many of our forms editable so that you can fill in the details digitally before sending to your clients for signature. 

Please note that a digital signature will not be accepted on these forms.

The only forms on which we can accept a digital signature are in the “Digital Signatures” section of the Literature Library. This list will be updated. 

For any assistance please contact our Customer Support team at:

Utmost Limited: customersupport@utmostwealth.com

Resources from DocuSign and Adobe Sign have been referenced to show how the digital signature process works. Utmost Limited are not recommending either DocuSign or Adobe Sign and we may accept other digital signature packages on request.  You must ensure the suitability of the digital signature package meets your requirements including areas such as security, cost & usability.  Utmost Limited will not be held for responsible for any financial or reputational losses due to failures or deficiencies in your digital signature package.

UTMOST PANEUROPE

Utmost PanEurope accepts electronic signatures where the electronic signature package is an eIDAS compliant package and an audit trail for the signed document is provided for the following transactions:

  • Surrender/Claims for Existing Customer based on existing Instructions
  • Increase to Premium/Top ups based on existing instructions
  • Standard Servicing requests with no money movement
  • Switch in Investments.

Utmost PanEurope will also accept electronic signatures where the electronic signature package is a eIDAS compliant package and an audit trail for the signed document is provided along with the ID document for the signer for the following transactions:

  • New Business applications
  • Increase to premium/top up based on new instructions
  • Surrender/Claims for existing Customers based on new instructions
  • Change to Bank Account/Change of Address
  • Appointment/Change of Power of Attorney
  • Assignment of Policy
  • Dealing instructions where movement of money is required
  • AML Forms
  • Tax Forms.

After the new business stage, all instructions electronically signed by the client must match the email address we hold on file for them (we verify this using the certificate of completion/final audit report). If the email address differs, we will be unable to accept the instruction and will request a wet signature instruction to be submitted.

We have an increasing number of forms that can be filled in digitally. These are available in the Literature Library in our secure online site here.

For any assistance please contact our Customer Support team at:

Utmost PanEurope – info@utmostwealthsolutions.ie

For guidance on meeting AML requirements during this time please get in touch with your usual Utmost PanEurope contact.