Take-All-Comers quote log documentation
Take-All-Comers quote log documentation
What the TAC quote log is
For Ontario personal auto, the Take-All-Comers (TAC) rule requires brokers to document their quoting activity in a way RIBO can review during spot checks.
RIBO Guidance 004 expects quote log records to include:
- Premium quoted
- Insurance market approached
- Broker comments explaining the quote, declination, or placement decision
These records belong in the client file alongside the application, disclosure documentation, and signed forms — not in a separate spreadsheet nobody updates.
Why TAC documentation fails spot checks
RIBO's 2023–24 spot checks found that 29% of Take-All-Comers non-compliance involved providing disclosure at point of sale instead of by the time of quote (RIBO Spot Check Findings).
TAC quote logs suffer a related problem: producers know which markets they approached, but the file does not prove it because the log lived in the rating tool, a sticky note, or an email draft that never made it into the client folder.
Principals discover the gap during a spot check — not during intake.
What belongs in the client file
A defensible TAC record for personal auto typically sits alongside:
- Signed CSIO auto application
- Mandatory disclosure communication record at or before quote (RIBO-002)
- CISRO Principles and RIBO Fact Sheet delivery evidence
- Driver's abstract and prior policy dec page
- TAC quote log entries per market approached
Records must be preserved for at least six years before your most recent fiscal year-end under O. Reg. 991, s. 17(9).
Checklist-driven TAC tracking
Instead of hoping producers remember to save quote logs after bind, add TAC fields as tracked checklist items on every personal auto new-business file:
- TAC quote log — market 1 (premium, market, comments)
- TAC quote log — market 2 (if applicable)
- TAC quote log — final placement notes
When TAC documentation is a line item with a status, principals see whether it was completed before quote — not reconstructed from memory weeks later.
How Hivi-X helps
Hivi-X is document-collection software for Ontario insurance brokers. Build a personal auto template with TAC quote log checklist items, attach it to each client record, and collect supporting uploads through the my-id.ca portal.
Voice notes and self-hosted AI summaries can capture placement discussions on the file. Export a PDF package for Applied Epic, Vertafore SIG, or your BMS client folder when intake is complete.
Hivi-X does not rate markets, apply TAC rules automatically, or replace your BMS. It organizes the documents and notes that belong in the client file you already must maintain.
General information only
This page is operational guidance, not legal or compliance advice. TAC requirements are set by RIBO, FSRA, and current guidance. Consult your MGA, E&O carrier, and qualified counsel.
Start a free trial and add TAC quote log items to your Ontario auto intake checklist.
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
- What must a Take-All-Comers quote log include?
- Per RIBO Guidance 004, records typically include the premium quoted, the insurance market, and broker comments explaining the quote or declination. Exact format may vary by brokerage policy — confirm with current RIBO guidance.
- When does the TAC rule apply?
- Take-All-Comers applies to Ontario personal auto placements where brokers must document markets approached. Verify applicability with your MGA and current FSRA/RIBO guidance.
- Does Hivi-X generate TAC quote logs automatically?
- No. Hivi-X helps you track TAC documentation as checklist items and store related files on the client record. Rating and market placement stay in your BMS or carrier portals.
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.
- 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 mandatory disclosures at time of quoteRIBO-002 requires mandatory disclosures no later than quote. What must be in the client file and how Ontario brokers document delivery.
- 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.