Required Document Review

Overview

The Required Document Review workflow ensures that all carrier-required and compliance documents are collected, verified, and confirmed before binding. This reduces underwriting delays, prevents E&O exposure, and ensures smooth audits. The process moves from creating a verification checklist to reviewing documents, requesting missing items, and performing a final compliance check.

Develop Document Verification Checklist

Purpose: Establish a clear process for producers and account managers to know what’s required for each line of business and carrier.

AMS Steps:

• Identify Lines of Business your agency writes (e.g., Commercial Auto, GL, WC, Property).

• Gather carrier-specific requirements (signed apps, supplements, financials, loss runs, inspection forms, etc.).

• Build a checklist template in Excel, Google Sheets, or as a Momentum Smart Form. Include:

  • Line of Business

  • Required Documents

  • Carrier Notes

  • Checkbox for “Received”

• Upload templates into Momentum AMS:

  • Go to Agency Profile → Files → Training Materials or Agency Files

  • Name files clearly (e.g., WC Required Docs – Travelers.xlsx).

• Train staff: Share in team meetings or LMS and instruct producers/CSRs to reference the checklist for every quote-to-bind process.

Verify Required Documents

Purpose: Confirm accuracy and completeness of submitted documents before moving forward.

AMS Steps:

• From the Prospect Details Page → Documents → Files, review all files uploaded.

• Use your checklist to mark items received and highlight what’s missing.

• Validate details inside each document:

  • Named Insured, Coverage Limits, Deductibles, Policy Term, Carrier, Producer Code.

• Confirm Signatures and Dates are present and valid (not expired, not future-dated).

• If discrepancies exist:

  • Add a Note to the Opportunity or Policy record:

    “Missing WC Supplemental Form – requested from client on [Date].”

  • Create a Task assigned to the producer or CSR with a due date for follow-up.

  • Use tags such as Docs – Missing or Compliance – Review Needed for tracking.

Request Missing Documents from Customer

Purpose: Ensure outstanding items are tracked and collected promptly.

AMS Steps:

• From your Document Checklist, identify what’s missing.

• Draft a clear request:

  • List the missing documents.

  • Explain why each is required.

  • Set a deadline (e.g., “needed by Friday 5 PM to avoid underwriting delay”).

• Send request:

  • From Actions → Send Email or Send Files

  • Or via phone (then log call in Notes).

• Record in AMS:

  • Add a Note:

    “Requested Dec Page and Loss Runs from client on [Date]. Deadline: [Date].”

  • Create a Task with a reminder to recheck in 2–3 business days.

• Track outstanding requests:

  • Check Open Activity Reminders or Open Tasks.

Confirm Policy Compliance

Purpose: Perform a final compliance review before issuing or binding coverage.

AMS Steps:

• Log into the carrier portal or reference your compliance guide to confirm form versions, signature requirements, and accepted documentation.

• In AMS, open the Policy Record → Documents tab, and verify all final items are uploaded.

• Re-check client details: Named Insured, risk address, mailing address, Tax ID/SSN. Compare to driver lists, property schedules, or prior policies.

• Confirm coverage terms: Premium, limits, deductibles, endorsements match the proposal/quote.

• If discrepancies are found:

  • Add a Note to the Policy record:

    “Coverage limit mismatch on Property form – updated request sent to MGA on [Date].”

  • Notify the producer or underwriter immediately.

• Once complete:

  • Add a final Note:

    “Policy compliance review complete on [Date] – all carrier-required documents verified.”

  • Upload carrier checklist or approval confirmation to the Documents tab.

  • Tag record as Compliance – Verified or Docs – Final Approved.

✅ Outcome: By following this workflow, your agency ensures all required documents are collected, verified, and stored in Momentum AMS, with a complete audit trail for carrier and regulatory reviews.