CISRO and RIBO Fact Sheet distribution records
CISRO and RIBO Fact Sheet distribution records
What changed in September 2022
Since September 1, 2022, Ontario insurance brokers must provide clients with:
- CISRO Principles of Fair Treatment of Customers
- RIBO Fact Sheet
Brokers must also maintain written records showing these documents were delivered (RIBO CISRO Conduct Guidance).
This is not a one-time brokerage poster on the wall. It is a per-client-file obligation — alongside mandatory disclosures, application documents, and advice notes.
What proof belongs in the client file
A defensible record typically shows:
- What was delivered (CISRO Principles + RIBO Fact Sheet)
- When it was delivered
- How it was delivered (secure link, email attachment, in-person handoff)
- Who received it (client name and contact method)
RIBO does not mandate a single delivery channel. It mandates that the file proves delivery happened — and that mandatory disclosures and CISRO documents align with quote timing under RIBO-002.
Why this matters for spot checks
RIBO spot checks examine whether brokerages maintain complete client files. In the 2023–24 fiscal year, 57% of spot-checked brokerages lacked written disclosure documentation in client files (RIBO Spot Check Findings).
CISRO and Fact Sheet delivery records are part of the same file-discipline problem: producers know they sent the documents, but the file does not prove it when a principal or RIBO reviewer asks.
Track CISRO delivery on every file
Add CISRO/Fact Sheet distribution as a standard checklist item on:
- Personal auto new business
- Auto renewals when re-quoting
- Home and other personal lines (per your brokerage policy)
When it is a tracked line item — not a verbal "I always send it" — principals can see completion status across producers before bind.
How Hivi-X helps
Hivi-X lets Ontario brokers build reusable intake templates with a CISRO/Fact Sheet delivery checklist item on every client file.
Clients or producers upload delivery confirmation. Your team approves or rejects supporting documents. Timestamped activity on the broker-controlled record shows when items were submitted.
Export the complete intake package — including CISRO delivery proof — as a PDF for your BMS client folder.
Hivi-X does not send CISRO documents on your behalf or automate RIBO filings. It helps your team collect and organize the records that belong in the file you already must maintain.
General information only
This page is operational guidance, not legal or compliance advice. Consult current RIBO CISRO guidance, your Principal Broker, and qualified counsel.
Start a free trial and add CISRO/Fact Sheet delivery to your Ontario intake checklists.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- When must CISRO and the RIBO Fact Sheet be provided?
- RIBO CISRO guidance requires brokers to provide these documents and maintain records of delivery. Timing aligns with your client-file obligations — confirm with current RIBO guidance and your Principal Broker.
- Does the client need to sign the Fact Sheet?
- RIBO guidance focuses on providing the documents and maintaining written records of delivery. Exact acknowledgment requirements may vary — consult current RIBO CISRO guidance.
- How does Hivi-X track CISRO distribution?
- Add CISRO/Fact Sheet delivery as a checklist line item on each client file. Upload delivery proof, mark the item complete, and include it in your exportable PDF package for BMS upload.
Organize broker client files without the email chase
Hivi-X helps Ontario insurance brokers collect application documents with reusable checklists, a Canadian-hosted client portal, self-hosted AI summaries, and exportable PDF packages for Applied, Epic, SIG, or your BMS. Hivi-X is document-collection software — it does not replace your BMS or guarantee RIBO compliance.
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