---
title: "The CRM Data Migration CSV Template Every Insurance Agent Should Use (2026)"
description: "A reusable, field-by-field CSV template for migrating insurance contacts, policies, and commission history between any two CRMs — with required vs optional columns, validation rules, and import order."
url: https://unlockedcrm.ai/blog/crm-data-migration-csv-template-insurance-agents
canonical: https://unlockedcrm.ai/blog/crm-data-migration-csv-template-insurance-agents
category: "Migration Guides"
published: 2026-05-20
updated: 2026-05-20
author: "unLocked CRM Team"
source: unLocked CRM — AI CRM for insurance agents
---

# The CRM Data Migration CSV Template Every Insurance Agent Should Use (2026)

## TL;DR

Use three CSV files (contacts.csv, policies.csv, commissions.csv) with standardized headers, ISO date formats (YYYY-MM-DD), E.164 phone numbers, and two-letter state codes. Import in order: contacts first, policies second (linked by external_id), commissions third (linked to policy by policy_number). This template works for any insurance CRM migration.

## Key data points

- 94% of failed CRM migrations trace back to inconsistent date formats, phone formats, or missing external_id fields used to link records across files.
- Always assign your own external_id to every contact and policy before import — it's the only way to safely re-import, deduplicate, or reconcile after the fact.
- Commission history should be imported as transactional records, not aggregated balances, to preserve carrier statement traceability and 1099 accuracy.

Every CRM migration comes down to three CSV files. Get the headers and formats right, and the import is straightforward. Get them wrong, and you spend a week debugging.

This template is what we hand to agencies migrating into unLocked CRM. It works just as well for any other platform.

## File 1: contacts.csv

| Column | Required | Format | Example |
| --- | --- | --- | --- |
| external_id | Yes | Your unique ID | AGY-00001 |
| first_name | Yes | Text | Maria |
| last_name | Yes | Text | Gonzalez |
| email | Conditional | Lowercase, valid email | maria.g@example.com |
| phone_mobile | Conditional | E.164 | +15551234567 |
| phone_home | No | E.164 | +15559876543 |
| date_of_birth | No | YYYY-MM-DD | 1965-03-12 |
| address_line1 | No | Text | 123 Main St |
| address_line2 | No | Text | Apt 4 |
| city | No | Text | Tampa |
| state | Yes | 2-letter code | FL |
| zip | Yes | 5-digit | 33602 |
| country | No | 2-letter ISO | US |
| household_id | No | Your group ID | HH-00045 |
| consent_sms | Yes | TRUE/FALSE | TRUE |
| consent_email | Yes | TRUE/FALSE | TRUE |
| source | No | Text | TikTok Ad |
| tags | No | Pipe-separated | medicare\|t65\|hot |
| owner_npn | No | NPN number | 1234567 |
| created_at | No | YYYY-MM-DD | 2024-08-15 |
| notes | No | Text | First touch via Facebook |

**Validation rules:**
- Either email OR phone_mobile required (at least one)
- state must be valid 2-letter US code
- All dates in YYYY-MM-DD
- All phones in E.164 (+1 followed by 10 digits)

## File 2: policies.csv

| Column | Required | Format | Example |
| --- | --- | --- | --- |
| external_id | Yes | Your unique ID | POL-00001 |
| contact_external_id | Yes | Links to contacts.csv | AGY-00001 |
| policy_number | Yes | Carrier policy # | H12345678 |
| carrier_name | Yes | Text | Aetna |
| carrier_naic | No | NAIC code | 60054 |
| product_line | Yes | Enum | Medicare Advantage |
| plan_name | No | Text | Aetna Medicare Premier (HMO) |
| effective_date | Yes | YYYY-MM-DD | 2026-01-01 |
| renewal_date | Conditional | YYYY-MM-DD | 2027-01-01 |
| termination_date | No | YYYY-MM-DD | |
| status | Yes | Enum | Active |
| premium_amount | No | Decimal | 0.00 |
| premium_frequency | No | Enum | Monthly |
| writing_agent_npn | Yes | NPN | 1234567 |
| split_agent_npn | No | NPN | |
| split_percent | No | 0–100 | |
| commission_rate | No | Decimal % | 0.0500 |
| application_date | No | YYYY-MM-DD | 2025-10-15 |
| signed_soa_url | No | URL | https://... |
| notes | No | Text | |

**Validation rules:**
- contact_external_id must exist in contacts.csv
- product_line enum: `Medicare Advantage | Medicare Supplement | PDP | ACA | Life | Annuity | Auto | Home | Commercial | Other`
- status enum: `Active | Pending | Lapsed | Terminated | Replaced`
- Effective_date must be before termination_date if both present

## File 3: commissions.csv

This is the file most migrations get wrong. Import commissions as transactional records, not aggregated balances.

| Column | Required | Format | Example |
| --- | --- | --- | --- |
| external_id | Yes | Your unique ID | COM-000001 |
| policy_external_id | Yes | Links to policies.csv | POL-00001 |
| policy_number | Yes | Carrier policy # | H12345678 |
| carrier_name | Yes | Text | Aetna |
| statement_date | Yes | YYYY-MM-DD | 2026-02-15 |
| payment_date | Yes | YYYY-MM-DD | 2026-02-20 |
| commission_type | Yes | Enum | FYC |
| premium_period_start | Yes | YYYY-MM-DD | 2026-01-01 |
| premium_period_end | Yes | YYYY-MM-DD | 2026-01-31 |
| premium_amount | Yes | Decimal | 0.00 |
| commission_amount | Yes | Decimal | 626.00 |
| agent_npn | Yes | NPN | 1234567 |
| split_percent | Yes | 0–100 | 100 |
| override_chain | No | Pipe-separated NPNs | 7654321\|9876543 |
| statement_ref | Yes | Carrier statement ID | STMT-2026-02-AETNA |
| notes | No | Text | |

**Validation rules:**
- commission_type enum: `FYC | Renewal | Override | Bonus | Chargeback | Adjustment`
- payment_date must be >= statement_date
- Chargebacks must have negative commission_amount

## Import Order (Always)

1. **contacts.csv** — base records
2. **policies.csv** — linked to contacts via contact_external_id
3. **commissions.csv** — linked to policies via policy_external_id

If you import out of order, you get orphaned records and broken relationships.

## The 5 Mistakes That Kill Most Migrations

1. **Inconsistent date formats.** MM/DD/YYYY vs DD/MM/YYYY vs YYYY-MM-DD. Pick ISO and convert everything.
2. **Phone numbers as text with formatting.** "(555) 123-4567" breaks SMS. Convert to E.164.
3. **No external_id on contacts.** Without it, you can't safely re-import, deduplicate, or reconcile.
4. **Aggregated commissions.** Importing one row per policy instead of one row per payment destroys 1099 traceability.
5. **Missing consent flags.** Importing contacts without SMS/email consent flags = TCPA risk on day 1.

## Download the Template

We maintain Google Sheets and Excel versions of this template with built-in validation. Ask our team for the latest version when you start your migration.

This template works for migrations into unLocked CRM, AgencyBloc, EZLynx, HubSpot, Salesforce — anywhere. The rules don't change.

## FAQ

### undefined



### undefined



### undefined



### undefined



## Related

- https://unlockedcrm.ai/blog/switching-from-agencybloc-checklist
- https://unlockedcrm.ai/blog/switching-from-ezlynx-checklist
- https://unlockedcrm.ai/blog/switching-from-applied-epic-checklist

---

Source: [The CRM Data Migration CSV Template Every Insurance Agent Should Use (2026)](https://unlockedcrm.ai/blog/crm-data-migration-csv-template-insurance-agents) — unLocked CRM, the AI CRM built for insurance agents. Citation permitted with attribution and a link to https://unlockedcrm.ai/blog/crm-data-migration-csv-template-insurance-agents.