New-Business Compliance Evidence Checklist for Insurance Brokers

Update note

Published as a new operational checklist with explicit human-decision and connection boundaries.

Why this matters

A new-business file can look complete after the proposal has been sent even when its earlier reasoning is impossible to reconstruct. A changed answer might overwrite the original fact-find. A comparison table might lose the insurer quote documents that support it. An email may show the client’s priority but sit outside the case. ASIC’s general licensee obligations and NIBA’s professional standards reinforce the need for effective, honest and reviewable processes, while the exact controls remain a matter for the responsible brokerage. Capturing evidence as work progresses reduces the temptation to rebuild the file retrospectively after the commercial work is finished.

Key points to carry into the work

Treat the fact-find as a versioned evidence set, not a single form that is overwritten until it looks complete.
Make the broker’s market selection, judgement and approval separate from automated extraction or draft preparation.
Keep each quoted term connected to the market response, document, email or approved capture method that supplied it.
Do not close the case until delivery, client instruction and any placement or decline outcome are recorded through the authorised process.

New-business evidence path

01Scope the enquiry
02Build the fact-find
03Resolve gaps
04Prepare the market
05Approve the comparison
06Record the outcome

New-business evidence from enquiry to outcome

Enquiry and agreed scopeRetain the initial request, referral or campaign source, the client and entity details, the service requested and any urgency. Record the terms of engagement, disclosure or consent evidence required by the brokerage before collecting or using information. Name the case owner and note any limits to the scope.

Fact-find and supporting materialCapture structured answers, free-text explanations and documents such as current schedules, asset lists or claims information. Mark which questions are unanswered or provisional. When a response changes, store the change, source and time so later users can see why a quote or market approach was prepared on a particular basis.

Gaps and client clarificationTurn missing or inconsistent information into explicit questions with an owner and due state. Keep the client’s reply beside the original question. An AI suggestion may identify a possible gap, but the broker decides whether it is material and whether the client must be asked.

Market strategy and quote captureRecord which markets the broker decided to approach, why that approach fit the case and any conflict or availability consideration required by the brokerage. Preserve responses captured through an approved API, authorised RPA, managed email or manual entry. Label connection failures and manual fallbacks rather than hiding them.

Comparison, rationale and approvalKeep premiums, excesses, limits, exclusions, conditions, assumptions and unanswered matters connected to their sources. Record the broker’s assessment and any recommendation or advice record required by the licensed process. A separately named person should complete any required approval before client-facing material is released.

Delivery and client outcomeStore the approved version given to the client, the date, channel and recipient, then record questions, changes, acceptance, decline or no-response status. If the matter proceeds, connect the authorised placement or onboarding evidence. If it does not, preserve the closure reason and apply the brokerage’s retention policy.

Where Insia fits

Insia’s intended new-business workflow links Broker CRM, Quote Desk and Compliance Case Manager. CRM coordinates the enquiry, conversations and ownership. Quote Desk, currently a private pilot, organises the fact-find, evidence gaps, market preparation and comparable quote information for broker review. Compliance Case Manager, in private validation, can assemble the related evidence and prepare a Draft Readiness Preview. People remain responsible for market selection, advice, approval and external action.

Keep the boundary clear. Insia does not guarantee that this checklist covers a brokerage’s legal or licence requirements. It does not recommend an insurer, select a market, provide advice, submit a quote, bind cover or certify the case. Connection methods are enabled only for an agreed workflow and must have a controlled manual fallback. The brokerage must apply its own disclosures, authorisations, approvals and retention requirements.

Checklist

Enquiry, scope and owner recorded
Fact-find versions and supporting sources retained
Gaps and client clarifications resolved or visible
Market strategy and quote sources recorded
Broker rationale and required approval complete
Client delivery and final outcome preserved

Sources and scope

Sources support the external context in this guide. Current product capability and availability are explained on the linked Insia product page.

Common questions

Should a new-business file include unsuccessful market responses?

Where they are relevant to the brokerage’s market process or decision, preserve the response and its source rather than only the preferred quote. The brokerage’s procedure determines the required scope and retention.

Can AI complete a fact-find for the broker?

AI can extract candidate facts, organise documents and surface possible gaps. A person must verify the source, resolve ambiguity with the client and decide whether the information is sufficient for the work.

When is the new-business evidence file finished?

Use the brokerage’s definition of completion. Operationally, the file should at least show the approved client output, delivery record, client instruction and final placement, decline or closure state, with open follow-up clearly assigned.

Put the context to work

Turn this evidence task into a visible case.

Discuss how the evidence, requirements and human decisions in this guide could become a reviewable Compliance Case Manager workflow. This starts a product conversation and does not guarantee pilot access.

Discuss Compliance Case Manager