Guide

RIBO mandatory disclosures at time of quote

Under RIBO Guidance RIBO-002, Ontario insurance brokers must provide mandatory disclosures to clients no later than the time of quote — and maintain written evidence in the client file. In RIBO's 2023–24 spot checks, 57% of brokerages lacked written disclosure documentation. Hivi-X helps brokers collect and organize intake records, including disclosure delivery proof, in an exportable client-file package.

What changed in 2024

RIBO-002 clarified that mandatory disclosures must reach the client no later than the time of quote — not at bind, not after the fact. 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 the application materials you already collect. Spot checks now look for that evidence, and the failure rate is high.

What must be in the client file

An organized client file should show that mandatory disclosures were provided by the time of quote, along with the supporting application documents. Exact requirements depend 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 of Fair Treatment of Customers and RIBO Fact Sheet delivery evidence.
For auto: Take-All-Comers quote log fields per RIBO Guidance 004 (premium, market, broker comments).
Signed application forms and supporting ID / policy history documents.

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 a single channel — it mandates timing and a written record. Whatever method you use, the client file should show what was sent, when, and to whom.

Checklist-driven intake helps: when disclosure delivery is a tracked line item, principals can see whether it was completed before the quote left the building — instead of reconstructing the timeline from email headers during a spot check.

How brokers use checklists for disclosure documentation

Hivi-X lets you add mandatory disclosure and CISRO/Fact Sheet delivery as checklist items on every new-business and renewal file. Timestamped client activity on the broker-controlled record shows when items were submitted or acknowledged. Voice summaries capture advice discussions that belong in the file.

Hivi-X does not replace your BMS or automate RIBO filings. It helps your team collect, organize, and export the documents and notes that belong in the client file you already must maintain. This page is general information, not legal or compliance advice; consult qualified counsel and your E&O carrier.

Organize broker intake without the email chase

Reusable Ontario checklists, my-id.ca client uploads, and exportable packages for your BMS.

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FAQ

No later than the time of quote. Brokers must provide mandatory disclosures to clients at or before quoting and keep written evidence in the client file. Waiting until bind or policy issuance is too late under current RIBO guidance.

RIBO reported that 57% of brokerages in its 2023–24 spot checks (n=61) did not have written disclosure documentation in client files. Organized intake with tracked disclosure items helps principals demonstrate what was collected and when.

Last updated 2026-07-09.

General information for Ontario insurance brokers only. Not legal or compliance advice. Not affiliated with RIBO, FSRA, or any insurance brokerage. Hivi-X is document-collection software — it is not a registered insurance broker, does not provide insurance advice, and does not guarantee RIBO or O. Reg. 991 compliance. Consult qualified counsel and your E&O carrier.