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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.

TAC Quote Log Documentation For Ontario Auto Brokers | hivi-x Docs