RIBO client file checklist for Ontario brokers

What RIBO spot checks actually review

RIBO spot checks examine whether brokerages maintain organized client files — not whether policies were placed. In the 2023–24 fiscal year, RIBO reported that 57% of spot-checked brokerages lacked written disclosure documentation in client files.

Principals feel this as an operational problem: producers know what advice they gave, but the file does not prove it because intake lived in email.

Core items every client file should include

Exact requirements vary by line and MGA, but a typical Ontario client file often includes:

• Government-issued photo ID and application forms.
• Prior policy / loss history documents (dec pages, abstracts, loss runs).
• Mandatory disclosure communication record at or before quote (RIBO-002).
• CISRO Principles and RIBO Fact Sheet delivery evidence.
• Auto: TAC quote log per RIBO Guidance 004.
• Voice or written notes documenting advice and client instructions.

Turn intake into a repeatable checklist

Instead of re-listing these items in email for every submission, build a reusable checklist in Hivi-X and attach it to each client record. Clients upload through the my-id.ca portal; your team approves or rejects each item; voice summaries capture call recaps against checklist lines.

When the file is complete, export a PDF package for your BMS client folder or a principal's spot-check review. Hivi-X complements your BMS — it does not replace policy admin, eDocs, or rating.