RIBO mandatory disclosures at time of quote
RIBO mandatory disclosures at time of quote
What changed under RIBO-002
RIBO Guidance RIBO-002 clarified that mandatory disclosures must reach the client no later than the time of quote — not at bind, not after the fact, not only when the client asks.
The guidance applies across personal and commercial lines and expects brokers to keep written records showing what was disclosed and when.
For principals, the practical shift is timing: disclosure documentation must exist in the client file at quote, alongside application materials — not assembled retroactively before a spot check.
What must be in the client file
A defensible client file should demonstrate that mandatory disclosures were provided by the time of quote, along with supporting application documents. The exact scope depends on line of business and current RIBO guidance, but the common core includes:
- Written record that mandatory disclosures were communicated at or before quote
- CISRO Principles and RIBO Fact Sheet delivery evidence
- For auto: TAC quote log fields per RIBO Guidance 004
- Signed application forms and supporting ID / policy history documents
- Notes documenting advice and client instructions
RIBO expects written proof — notes, emails, BMS records, or call documentation — not verbal assurances alone.
Why spot checks focus here
In RIBO's 2023–24 spot checks, 57% of 61 brokerages lacked written disclosure documentation in client files (RIBO Spot Check Findings).
29% of TAC non-compliance involved providing disclosure at point of sale instead of by time of quote.
Producers often believe they disclosed everything. The file does not prove it.
Link vs PDF — how brokers document delivery
Brokers deliver disclosures by secure link, email with attachment, or in-person handoff. RIBO-002 does not mandate one channel — it mandates timing and a written record.
Whatever method you use, the client file should show:
- What was sent
- When it was sent
- To whom (client identity and contact method)
Checklist-driven intake helps: when disclosure delivery is a tracked line item, principals see whether it was completed before the quote left — instead of reconstructing timelines from email headers during a spot check.
How Hivi-X helps
Hivi-X lets Ontario brokers add mandatory disclosure delivery as a checklist item on every new-business and renewal file.
Timestamped client activity on the broker-controlled record shows when items were submitted or acknowledged. Voice notes capture advice discussions that belong in the file. Export a PDF package for your BMS client folder when intake is complete.
Hivi-X does not replace your BMS, send disclosures on your behalf, or automate RIBO filings. It helps your team collect and organize the records you already must maintain.
General information only
This page is operational guidance, not legal or compliance advice. RIBO requirements are set by the Registered Insurance Brokers Act, O. Reg. 991, and current RIBO guidance. Consult qualified counsel and your E&O carrier.
Start a free trial and track disclosure delivery on your next personal auto file.
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 mandatory disclosures be provided under RIBO-002?
- No later than the time of quote. Waiting until bind or policy issuance is too late under current RIBO guidance.
- What percentage of brokerages failed disclosure documentation in spot checks?
- RIBO reported that 57% of brokerages in its 2023–24 spot checks (n=61) did not have written disclosure documentation in client files.
- Does link delivery or PDF attachment matter?
- RIBO-002 does not mandate a single channel. It mandates timing and a written record showing what was disclosed, when, and to whom.
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.
More Insurance guides
- Email is not document collection for insurance brokersOntario insurance brokers lose time collecting application documents through email, text, and carrier portals. A checklist-first workflow keeps client files complete before quote or bind.
- Missing documents cost brokers binds and renewalsHow missing documents create delays, repeated follow-ups, and weaker client experience for Ontario insurance brokers.
- Better client document collection for insurance brokersClient experience is a competitive advantage for Ontario insurance brokers. Clear document collection helps policyholders feel guided and keeps client files defensible.
- Stop chasing dec pages in emailPrior policy declaration pages scatter across email threads and carrier portals. Ontario brokers need a single client file that tracks dec pages alongside the rest of the intake package.
- Why a BMS alone does not fix the document chaseApplied Epic, Vertafore SIG, and Power Broker handle policy admin — but pre-bind client intake often still lives in email. Hivi-X fills that gap without replacing your BMS.
- Ontario personal auto new business document checklistA practical document checklist for Ontario insurance brokers collecting personal auto new business — ID, dec page, abstract, application, TAC quote log, and disclosure records.
- Auto insurance renewal document workflowHow Ontario insurance brokers organize renewal documents — updated dec pages, change requests, disclosure records, and bind-ready packages.
- Driver abstract collection for Ontario auto applicationsHow Ontario insurance brokers collect driver's abstracts and motor vehicle records as part of personal auto intake — and track them on the client file.
- High-risk auto documentation checklistOntario brokers writing high-risk auto need extra intake discipline — abstracts, loss history, payment records, and defensible advice notes on the client file.
- Home insurance application documents for Ontario brokersWhat Ontario insurance brokers typically collect for home insurance applications — property details, prior policy, photos, and signed forms — tracked on one client file.
- Take-All-Comers quote log documentationHow Ontario auto brokers document Take-All-Comers quote records — premium, market, and broker comments — in defensible client files.
- CISRO and RIBO Fact Sheet distribution recordsHow Ontario insurance brokers document delivery of CISRO Principles and the RIBO Fact Sheet in client files since September 2022.
- Documenting quote-only interactions in client filesOntario insurance brokers must keep records for quotes that do not bind — including disclosures, needs analysis, and advice notes.
- How to prepare for a RIBO spot checkPractical steps Ontario Principal Brokers and producers can take to prepare client files for RIBO spot checks — disclosures, TAC logs, and organized intake.
- Ontario insurance broker record retentionHow long RIBO members must keep client records under O. Reg. 991, what records count, and how to store electronic files you can produce on demand.
- RIBO client file checklist for Ontario brokersWhat RIBO spot checks look for in client files — disclosures, suitability docs, TAC quote logs — and a practical checklist for defensible intake.
- RIBO Responsible AI guidance for Ontario brokersHow RIBO's May 2025 Responsible AI guidance applies to Ontario insurance brokers — and how self-hosted AI supports vendor-vetting requirements.
- FNOL claims intake document workflowHow Ontario insurance brokers organize first notice of loss documents — photos, police reports, proof of loss, and correspondence — on the client file.
- Voice notes for insurance advice documentationHow Ontario insurance brokers use voice notes and self-hosted AI summaries to document advice and call recaps on client files.
- AI summaries for insurance client filesHow Ontario insurance brokers use self-hosted AI summaries on client checklists to understand file status without reading every attachment.
- Co-agent workflow for insurance CSRs and producersHow Ontario brokerages use Hivi-X co-agent access so CSRs and secondary producers can complete intake on a shared client file.
- Exportable PDF packages for BMS uploadHow Ontario insurance brokers export organized checklist PDF reports from Hivi-X into Applied Epic, Vertafore SIG, or Power Broker client folders.
- Canadian-hosted document collection for insurance brokersWhy Ontario insurance brokers choose Canadian-hosted document collection — PIPEDA alignment, RIBO AI vetting, and client trust.
- Secure client portal for insurance document uploadsHow Ontario insurance brokers collect ID, dec pages, and applications through the encrypted my-id.ca client portal instead of email attachments.
- Principal Broker client file oversightHow Ontario Principal Brokers standardize intake, sample file completeness, and prepare for RIBO spot checks across producers.
- Document standardization for small insurance brokeragesHow small Ontario brokerages with a handful of producers standardize client intake without enterprise BMS projects.
- CSR document collection workflow for insurance brokeragesA practical document collection workflow for Ontario insurance CSRs — checklist handoffs, portal follow-up, and BMS-ready packages.
- Commercial insurance submission document checklistThe documents Ontario brokers typically need for commercial insurance submissions — loss runs, SOV, financials, schedules — tracked before MGA review.
- How brokers collect loss runs for commercial submissionsLoss runs expire, arrive late, and scatter across email. Ontario commercial brokers need a tracked workflow for five-year loss history before MGA submission.
- SABS 2026 reforms documentation for Ontario brokersWhat Ontario auto brokers should prepare before July 2026 SABS reforms — consultation records, optional benefits advice, and defensible client files.
- DocuSign is not document collection for insurance brokersWhy e-signature tools and document collection tools solve different problems for Ontario insurance brokers.