The insurance company should provide you with forms for this purpose. Proof of insurability. Generally, with group-term life insurance, employees will not be asked to complete a medical questionnaire. However, if you should offer the employee the option of purchasing additional life insurance to complement what you provide, employees who want to purchase that additional insurance may be required to complete a medical questionnaire. That questionnaire will either be mailed directly to the insurance company by the employee or the employee may return it to you to submit to the insurance company.
Some people keep a copy of everything to create a paper trail in case of a problem later.
Don't make a copy of the employee's medical questionnaire. In fact, don't even look at it. You can suggest that the employee mail it directly to the company, or you can give the employee an addressed, stamped envelope to put the form in. You don't want to keep a copy because you don't want the employee to ever be able to say that you discriminated against him or her on the basis of a disability or medical condition that was disclosed on the form. This is particularly important for employers with 15 or more employees who are subject to the Americans with Disabilities Act , a federal law.