Coordinate mortgage insurance evidence by recording the actual request, locating the supplied certificate, comparing the assigned administrative details and routing differences to the responsible owner. Keep receipt, correction and receiving-party confirmation as separate events. Support staff should not select a policy or treat a tidy certificate as proof that cover is adequate.
This proposed worksheet concerns evidence administration under the broker's instructions. It does not prescribe insurance cover or decide when a purchaser bears property risk. The customer, broker and relevant professionals handle those questions through the approved process.
Start from the current file-specific request
Record who requested the evidence, the source of that instruction, the receiving party and the relevant file reference. Ask the broker which details the assistant may compare and who resolves differences. Avoid using a previous file's requirement as the current instruction.
Macquarie's broker-channel settlement guidance asks for a Certificate of Currency naming Macquarie Bank Limited as interested party, with the policy starting on settlement day; it excludes strata-insured securities from that requirement. This is a specific lender example. Confirm the actual requirement for the property and application being coordinated.
Link the evidence request to the conditions tracker where appropriate. Keep the original wording available. If the instruction says only “insurance outstanding”, return a focused clarification instead of inventing the required document or treating every property type alike.
Copy the certificate comparison worksheet
Scroll sideways to see all columns →
| Item | Compare or record | Exception owner |
|---|---|---|
| Request source | Current instruction and receiving party | Broker or assigned reviewer |
| Property reference | Address against the approved file detail | Reviewer for a discrepancy |
| Certificate version | Source, received time and replacement link | Document task owner |
| Assigned wording | Requested interested-party text | Reviewer and approved insurer contact |
| Assigned dates | Visible dates against the instruction | Reviewer for any change |
| Delivery and response | Sent item, receipt and actual confirmation | Receiving-party follow-up owner |
The comparison records what is visible and whether it matches the assigned instruction. Leave cover amounts, exclusions and policy interpretation outside the assistant's administrative tick. If the reviewer needs those examined, they should assign the appropriate person and a separate task.
Store the document in the approved file system. Broad coordination notes can use a controlled reference and a short exception description rather than reproducing the policy and customer details. The covering colleague needs a route to the source, not another ungoverned copy.
Request corrections through the assigned owner
If a certificate has a different address or the requested wording is missing, describe the difference with references to the instruction and document. Ask the reviewer to confirm the required correction and contact route. Do not edit the certificate yourself to make it match.
A prepared message can identify the administrative issue and request the approved replacement. Record who is communicating with the insurer or customer so two staff members do not send competing instructions. Keep the request open until the returned item has been compared again.
If the customer asks which cover to buy or whether a policy is sufficient, route that question to the responsible adviser or professional. Record the question and next owner without converting the coordination task into a recommendation.
Practise with a fictional date change
Illustrative exercise: a mock file contains an instruction to coordinate a certificate for the fictional settlement date shown in the approved record. The supplied mock certificate matches that date. A later message reports a proposed settlement delay, but the authoritative transaction record has not yet been updated.
The trainee does not immediately ask the insurer to change the policy or mark the existing certificate defective. They record the reported change and ask the reviewer to confirm the operative instruction. The original certificate remains linked to the instruction it was checked against.
After the reviewer supplies a confirmed revised instruction, the assistant prepares the assigned correction request. A replacement arrives and is rechecked against the new date. The exercise tests coordination of a changing dependency, not the legal effect of the insurance dates.
Return the evidence to the receiving party
Follow the approved delivery route and record the exact version sent. A sent message proves the action the assistant took; it does not establish that the recipient reviewed or accepted the item. Capture any receipt or subsequent confirmation as a separate record.
Use the settlement coordination checklist to keep the wider dependency visible. If the receiving party asks for another item, link that request to the evidence task instead of replacing the original request history.
When confirmation is unclear, ask a precise question about the named document and remaining action. Avoid a general “all okay?” message that could be mistaken for confirmation of the whole settlement. Quote only the information needed for the assigned question.
If the requested recipient changes during coordination, ask the reviewer to confirm the delivery instruction again. Keep the earlier sending record intact and identify the new task separately. A corrected address in the coordination queue should not silently redirect a document that has already been approved for a particular recipient.
Close with an honest evidence state
- The request and its applicability were confirmed by the reviewer.
- The current document can be located.
- Assigned details were compared and differences resolved or owned.
- The sent version and receiving-party response are distinct.
- Unanswered policy questions remain with the appropriate owner.
Use a fictional certificate and changing date in onboarding. Assess whether the worker asks for a confirmed instruction before requesting a correction and preserves the previous evidence state. Explore processor support or describe your insurance-document coordination work when defining the role.
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