Submit Change to NFIP Policy

Policy Guide

Standard Flood Insurance Policy

Applications

Equinox Procedure
Waiting Periods : Occupancy Foundations : Discounts

New Business

Elevation Certificates
Primary Residence
BRCV : Venting : Condos

Renewals

Equinox Procedure
Billing Changes

Changes

Equinox Procedures
Mortgagee : Insured
Transfer of Ownership
Coverage Limits

Cancellations

Equinox Procedure
Request Forms : Signatures
Reasons : Documents

This Equinox Procedure is for Agents. Find a complete list here.

This page serves as a directory for various NFIP Policy Changes agents can request through Equinox. Each change type includes details about the process, effective dates, and required documentation. Individual procedures are linked for more specific instructions.

See the Policy Change Workflow below to interpret this diagram.

Policy Changes List

The table below lists the most common NFIP Policy Changes submitted by agents.

• The links in the Policy Section column show more details about each Policy Change lower on the page.
• The links in the Functions column connect to specific procedural instruction pages.
• The links in the NFIP Category column identify the level of complexity for each process.

Policy Section	Functions	Auto‑issue	Documents	Effective Date	NFIP Category
Policyholder Contact Details	Edit	Yes	No	Request	Administrative
Renewal Billing Instructions	Edit	Yes	No	Request	Administrative
Mortgagee Clause	Add, Edit, Delete	Yes	No	Request	Policy Interests
Insured Name Correction	Edit	Yes	No	Inception	Administrative
Insured Name Update	Edit	No	Yes	Event	Policy Change
Additional Insured	Add, Edit, Delete	Yes	When Deleting	Event or Request	Policy Interests
Co-insured	Add, Edit, Delete	Yes	When Deleting	Event or Request	Policy Interests
Policy Assignment	Add, Edit, Delete	No	Yes	Event	Policy Interests
Coverage Increase	Edit	No	No	Calculated	Coverage Increases
Deductible Decrease	Edit	No	Yes	Calculated	Coverage Increases
Coverage Decrease	Edit	No	Yes	Situational	Coverage Decreases
Deductible Increase	Edit	No	No	Request	Coverage Decreases
Elevation Certificate	Upload	No	Yes	Event or Inception	Rating Adjustment
Structural Variables	Edit	No	Yes	Event or Inception	Policy Change
Property Address	Edit	No	Yes	Event or Inception	Property Address
Effective Date	Edit	No	Yes	Inception	Cancel Rewrite
Provisional Rates	Edit	No	No	Inception	Rate Category Change

Policyholder Contact Details

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	Yes	No	Request	Administrative

Edit Only: since the Policyholder Contact Details are an essential policy detail, they cannot be added or deleted.

Procedure: Submit Change to NFIP Insured

Accurate contact information ensures that policyholders receive timely communications regarding their coverage, billing, and claims. Agents can update details such as mailing addresses, phone numbers, and email addresses directly in the system without additional documentation. These changes typically take effect upon request and are processed automatically.

The policyholder mailing address cannot be changed if it has been used to verify Primary Residence.

Example

A policyholder wishes to receive their mail at a post office box and provides their updated mailing address. The agent edits the contact details in the system to reflect this change.

▲ Return to the Policy Changes List

Renewal Billing Instructions

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	Yes	No	Request	Administrative

Edit Only: since the Renewal Billing Instructions are an essential policy detail, they cannot be added or deleted.

Procedure: Submit Change to NFIP Billing Instructions

Proper billing instructions are crucial for renewal payments and uninterrupted coverage. Agents can designate insureds, mortgagees, or additional interests as needed. These updates are administrative and do not require additional documentation, taking effect upon request.

Example

A policyholder wishes to change their premium payment method from direct billing to mortgage escrow. The agent updates the billing instructions accordingly.

▲ Return to the Policy Changes List

Mortgagee Clause

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Add, Edit, Delete	Yes	No	Request	Policy Interests

Mortgagee Clauses can be added, edited, or deleted.

Procedure: Submit Change to Mortgagee Clause

The mortgagee clause specifies a lender's interest in the insured property. Agents can add, edit, or remove mortgagee information to ensure compliance with loan requirements. These changes are processed automatically, so the lender details should be accurate to prevent issues.

Example

A policyholder refinances their mortgage with a new lender. The agent updates the policy to reflect the new mortgagee information.

▲ Return to the Policy Changes List

Insured Name Correction

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	Yes	No	Inception	Administrative

Edit Only: an Insured Name cannot be added or deleted as part of a correction.

Procedure: Submit Change to NFIP Insured

Minor errors in the insured's name, such as misspellings, can be corrected. These corrections are administrative, do not require documentation, and are effective from the policy's inception date.

Corrections must not allow insurable interest to pass from one person (or legal entity) to another.

Example

The insured's name is listed as "Jon Smith" instead of "John Smith." The agent corrects the spelling in the system.

▲ Return to the Policy Changes List

Insured Name Update

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	No	Yes	Event	Policy Change

Edit Only: an Insured Name cannot be added or deleted as part of an update.

Procedure: Submit Change to NFIP Insured

Significant name changes due to events like marriage or legal name changes require updates to the policy. Agents must obtain legal documentation (e.g., marriage certificate, court order) to process these changes. The updates are not auto-issued and become effective based on the event date.

Required Documentation: a signed request from the insured or legal document showing change to insured name

If the insured dies and their spouse is listed as a co-insured, the insured name may be replaced by the co-insured. Otherwise the policy must be updated to show "The Estate of <Insured Name>".

Example

After legally changing their name, a policyholder provides a court order to the agent, who then updates the policy accordingly.

▲ Return to the Policy Changes List

Additional Insured

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Add, Edit, Delete	Yes	When Deleting	Event or Request	Policy Interests

Additional Insureds can be added, edited, or deleted.

Procedure: Submit Change to NFIP Insured

Adding an additional insured, such as a co-owner or entity with a financial interest in the property, is processed automatically and can take effect based on the date the additional insured gained insurable interest in the property or upon the request date.

Editing an additional insured is allowed for corrections only; they must not change insurable interest from one party to another.

Deleting an additional insured requires their signature or proof they no longer have insurable interest.

Required Documentation: (Delete Only) A signed request from the insured being removed or written evidence, like a deed.

If an insured is deceased, a statement from the agent (e.g. "The insured is deceased") will suffice.

Example

A property co-owner is added to the policy as an additional insured after providing proof of ownership.

▲ Return to the Policy Changes List

Co-insured

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Add, Edit, Delete	Yes	When Deleting	Event or Request	Policy Interests

Co-insureds can be added, edited, or deleted.

Procedure: Submit Change to NFIP Insured

Adding a co-insured is processed automatically and can take effect based on the date the additional insured gained insurable interest in the property or upon the request date.

Editing a co-insured is allowed for corrections only; they must not change insurable interest from one party to another.

Deleting a co-insured requires their signature or proof they no longer have insurable interest.

Required Documentation: (Delete Only) A signed request from the insured being removed or written evidence, like a deed.

Additional insureds require a mailing address. Co-insureds do not.

Example

A spouse is added as a co-insured after the policy is issued.

▲ Return to the Policy Changes List

Policy Assignment

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Add, Edit, Delete	No	Yes	Event	Policy Interests

Policy Assignments can add, edit, and delete insureds as part of a transfer of ownership.

Procedure: Submit Policy Assignment

Transferring a NFIP policy from one entity to another, often due to property sales, is known as Policy Assignment. These changes are not auto-issued and become effective on the date the property is deeded, i.e. the event date.

Required Documentation: A Policy Assignment Form must be signed by all parties on or before the closing date.

Example

Upon selling a property, the existing flood insurance policy is assigned from Joe, the seller, to Betty, the buyer.

▲ Return to the Policy Changes List

Coverage Increase

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	No	No	Calculated	Coverage Increases

Edit Only: Coverage Limits are essential parts of an NFIP policy, so they can only be edited in Equinox.

Procedure: Submit Change to NFIP Coverage

Editing a coverage limit to increase it means to make the building coverage or contents coverage higher than it is currently. Deductible changes can be included but they must be specified and follow applicable rules.

When coverage is increased from zero, a deductible must be chosen.

Required Documentation: Premium Payment

Waiting Period rules apply to coverage increases that can alter the requested effective date.

Example

A policyholder wants to take out a second mortgage on their home, but the lender requires higher building coverage on the policy. The agent submitted the request and had the insured provide the additional premium. After the declarations page was issued with the increased limit, the policyholder presented it to the lender, who then approved the loan.

▲ Return to the Policy Changes List

Deductible Decrease

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	No	Yes	Calculated	Coverage Increases

Edit Only: Deductibles are essential parts of an NFIP policy, so they can only be edited in Equinox.

Procedure: Submit Change to NFIP Coverage

Editing a deductible to decrease it means to make the building deductible or contents deductible lower than it is currently. Coverage changes can be included but they must be specified and follow applicable rules.

When coverage is reduced to zero, the corresponding deductible must be set to zero.

Required Documentation: A lender's letter that requires a lower deductible [1]

Required Documentation: Premium Payment

Waiting Period rules apply to deductible decreases that can alter the requested effective date.

Example

In a recent audit, the lender on a policy has discovered that the current deductible is too high. The lender sends a letter to the policyholder, who then has the agent submit a request to decrease the deductible. The policyholder pays the additional premium and the lender receives a new declarations page showing the lower deductible amount.

▲ Return to the Policy Changes List

Coverage Decrease

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	No	Yes	Situational	Coverage Decreases

Edit Only: Coverage Limits are essential parts of an NFIP policy, so they can only be edited in Equinox.

Procedure: Submit Change to NFIP Coverage

Editing a coverage limit to decrease it means to make the building coverage or contents coverage lower than it is currently. Deductible changes can be included but they must be specified and follow applicable rules.

When coverage is reduced to zero, the corresponding deductible must be set to zero.

Coverage decreases can be made on upcoming renewals without the requirements needed for policy changes. [2]

Required Documentation: Building coverage: proof the building is over-insured, either through error or removal. [3]

Required Documentation: Duplicate RCBAP coverage: copy of the RCBAP declarations page.

Required Documentation: Contents coverage: proof the property was sold or removed. [4]

Required Documentation: Policyholder's signature [5]

If due to error, the decrease is effective at inception.
If due to damage or removal, it is effective the day after the event date. [6]
If due to duplicate RCBAP building coverage, it is effective the date the RCBAP coverage started. [7]

Example

A building with an NFIP policy sustained damage from a fire. The property owners decided not to restore the building to its former size; instead, they had the burnt portion removed. They signed a request to decrease the NFIP policy to the new BRCV amount; it became effective the day after the fire.

▲ Return to the Policy Changes List

Deductible Increase

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	No	No	Request	Coverage Decreases

Edit Only: Deductibles are essential parts of an NFIP policy, so they can only be edited in Equinox.

Procedure: Submit Change to NFIP Coverage

Editing a deductible to increase it means to make the building deductible or contents deductible higher than it is currently. Coverage changes can be included but they must be specified and follow applicable rules.

When coverage is increased from zero, a deductible must be chosen.

Deductible increases have no Waiting Period.

Example

A policyholder feels that their property is adequately protected from small scale flooding events, so they decide to add more money to their budget by increasing their deductible. They sign a request for the agent, who submits it. The policy issues a new declarations page showing the higher deductible effective on the day of the request.

▲ Return to the Policy Changes List

Elevation Certificate

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Upload	No	Yes	Event or Inception	Rating Adjustment

Upload: there is no option to edit the Elevation Certificate directly; requests must be submitted by upload.

Procedure: Upload Document

Adding an Elevation Certificate means to include an EC to the policy when there was not one previously.

Editing an Elevation Certificate means to adjust any information shown on the policy about an EC, including elevations, heights, building diagram, document date, or building construction status.

Required Documentation: Elevation Certificate (including photos, when applicable)

The Building Diagram Number from the EC must correspond to the foundation on the policy.

Example

A building under construction has finally been completed; it had an existing NFIP policy that used an Elevation Certificate. The policyholder emails the agent a copy of a new EC showing the finished construction. The agent uploads the new EC and has the policy information updated.

▲ Return to the Policy Changes List

Structural Variables

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	No	Yes	Event or Inception	Policy Change

Edit Only: Structural Variables are essential parts of an NFIP policy, so they can only be edited in Equinox.

Procedure: Submit Change to Structural Variable

Structural Variables are found in the Risk Characteristics section of the Policy Record.
These fields describe the physical details of the building, which can be changed over time. They should be accurately represented on an NFIP policy; they can be corrected if they are not.

Required Documentation: Changes: proof of a change to the building, such as a photograph.

Required Documentation: Corrections: an agent statement that the item was incorrect on the original application.

Changes: the effective date is the date the change occurred (the event date).
Corrections: the effective date is the policy inception date.

The collapsed table below gives more details about each Structural Variable.

Structural Variable	FIM	Details
Occupancy	FIM	The building's intended use chosen from one of nine options. Determines the NFIP Policy Form and maximum coverage limits.
Building Description	FIM	Used to specify more detail about the building's intended use or to differentiate it from other buildings at the same location.
Primary Residence	FIM	Where the insured, their spouse, or a beneficiary of an insured trust resides more than 50% of the year. Determines the HFIAA surcharge amount.
Foundation Type	FIM	The portion of the building that supports all other structural components, chosen from six different types.
Foundation Description	FIM	Additional defining characteristics about the foundation
Number of Floors	FIM	The number of living floors above the foundation. Enclosures, crawlspaces, and basements are not considered a floor.
Number of Units	FIM	The number of units in a multi-unit building, including residential and non-residential units.
Floor of Unit	FIM	(Unit occupancy only) The floor of the building where the unit is located, even if only a single story building.
Building Over Water	FIM	Describes whether the building is either partially, fully, or not over water.
Detached Structures	FIM	Identifies the number of detached structures, not including the main building
Number of Elevators	FIM	The total number of elevators in the building. Does not include dumbwaiters or stair lifts.

▲ Return to the Policy Changes List

Property Address

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Upload	No	Yes	Event or Inception	Property Address

Upload: there is no option to edit the Property Address directly; requests must be submitted by upload.

Procedure: Upload Document

Editing a property address is due to one of two reasons:

• Emergency Address update (911 change): if the geolocation is not affected, the cost of the policy will not change.
• Incorrect Geolocation: since the property address is used to determine the flood insurance rate, this may result in a change to the annual premium. It may also require new community documentation. A map exhibit will help with this correction.

Required Documentation: A document that identifies the property address change, why it occurred, and what the correct address should be.

911 Change: effective on the date of the change.
Geolocation Correction: effective at inception (may require cancel rewrite).

Example

The agent accidentally entered the address as "123 Main St" on the application when it should have been "1234 Main St". The agent created a document showing the correct address with a map screenshot and uploaded it to the policy.

▲ Return to the Policy Changes List

Effective Date

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Edit	No	Yes	Inception	Cancel Rewrite

Edit Only: since the Effective Date is an essential policy detail, it cannot be added or deleted.

Procedure: Submit Change to Effective Date

Editing an Effective Date requires the existing policy to be cancelled and rewritten, which will create a new policy number.

Required Documentation: Loan Exception: evidence of closing, e.g. closing paperwork, settlement statement

Effective Date changes cannot be used to override the correct use of a Waiting Period rule.

Example

A NFIP policy was issued two days prior to a loan closing. The loan closing got pushed forward to the following week. The agent submitted a request to change the date and uploaded a copy of the final settlement statement.

▲ Return to the Policy Changes List

Provisional Rates

Functions	Auto-issue	Documents	Effective Date	NFIP Category
Upload	No	No	Inception	Rate Category Change

Upload: there is no option to edit Provisional Rates directly; requests must be submitted by upload.

Procedure: Upload Document

NFIP policies issued with Provisional Rates [8] cannot be renewed. So provisionally-rated policies must be endorsed prior to the policy expiration date. Claims will also not be paid on policies with provisional rates; therefore, these policies must be endorsed before a claim payment is issued.

An agent can issue New Business or a Renewal term with Provisional rates; however, the NFIP strongly suggests that the insurer endorse the policy within 60 days of issuance. Additional premium may be required as part of this Rating Category Change.

Although the insurer will attempt to reinstate actuarial rates as soon as possible, agents can also request a rate category change from Provisional rates.

Example

A new NFIP application was created while the PIVOT rating engine was offline for maintenance; this resulted in Provisional rating being applied. Two weeks after the policy was issued, the agent uploaded a request to adjust the Provisional rates.

▲ Return to the Policy Changes List

Policy Change Workflow

NFIP Policy Changes range from the simple to the complex. They may require additional signatures, extra documents, and more premium payments. They may also result in premium refunds, which can span more than one policy term (known as prior term refunds).

The image shown here illustrates a general approach to submitting a change for a NFIP policy through the Equinox platform. This flowchart contains clickable elements that will open in a new browser window.

General process of an NFIP policy change

Access the Policy Record

All policy changes start from the Policy Record

Go to the Policy Section

Unless the policy change is created by document upload, go to the corresponding Policy Section.
The Policy Actions menu gives a list of shortcuts to sections.

Add, Edit, or Delete

The section will contain clickable icons or buttons to start the policy change.

• To add a new policy detail, click the Plus (+) button
• To edit a policy detail, click the Pencil icon
• To delete a policy detail, click the Trash can icon

Make the changes as needed, then click the "Save" button.

Choose the Effective Date

All policy changes require an effective date selection from the top of the page.
The effective date chosen must follow appropriate NFIP rules.

Upload Documents

If documents are required or requested from Underwriting, then they can be uploaded after the submission.

Policy changes can also be requested directly from Underwriting by uploading a document to the policy.

Did It Auto-issue?

This condition asks if the policy change was auto-issued.

• If so, a new declarations page should be available in the Policy Documents list.
• If not, it will be reviewed by Underwriting.

Underwriting Review

Underwriters must process some policy changes; they must process all policy changes with attached documents.

Did It Change Premium?

This condition asks if the policy change requires additional premium or a refund.

• If additional premium is required, then the agent can submit it after the policy change is created.
• If a refund is required, then underwriting must issue it.
• If the premium balances, then it may auto-issue.

Premium Payment

A premium payment or refund can be made to balance the premium.

Were the Documents Valid?

This is an underwriting question.

• If the documents are valid, then the underwriter will issue the policy.
• If the documents are not valid, then the underwriter will request them from the agent.

Underwriting Requested Documents

A policy notification will be sent from underwriting requesting documents.
The policy will be flagged with a Pending Documents notice.

▲ Return to the Policy Changes List

This page contains details about NFIP Policy Changes. Find more NFIP information in the How To Endorse section of the Flood Insurance Manual.