Pillar 5
Title Policy Production/Premium Remittance
Best Practice: Adopting appropriate procedures for the production, delivery, and remittance of title insurance policies helps ensure title companies can meet their legal and contractual obligations.
Purpose / ______(hereinafter referred to as “_____”) shall maintain written procedures related to title policy production, delivery, reporting and premium remittance to insurer to help ensure that it meets its statutory, regulatory and contractual obligations.
______does business in ______.
Procedures / When there is a change to these policies and procedures, there shall be
  1. Email notification to staff
  2. Review at staff meeting everyone will
  3. Receive a copy of new policy and procedure and
  4. Sign original policy
  5. Training on new procedure as required
All documents are stored electronically on the shared drive
Please note that lender’s instructions may supersede the stated policy and procedure.
Insert Settlement/Closing Procedures
Policy Inventory
______only uses EPIC®electronically issued policies and forms and has no paper inventory
Policy Issuance
All policies are issued electronically from _____, via EPIC®
( Insert function or role name)duties
  1. Ensure all requirements have been met
  2. If a policy is not issued at closing table
  3. It will be given to (______)
  4. Perform an update for recording and release/satisfaction information
  5. Issue policies as soon as possible
  6. All policies should be issued within 30 days after closing
  7. If recording information cannot be obtained within two weeks ______ will give further instruction.
  8. Insert procedures for tracking and providing proof of policy delivery to customers Example - if emailing policies, send with a request for a read receipt, if sending the policy via courier, provide tracking information.
Closing Follow Up, Premium Remittance and Policy Reporting
Premium remittance is due by the ____ day of the second month after closing pursuant to Agency Agreement.
Note: Colorado - ATGF is required to report delinquent premiums to the DOI quarterly.
______uses EPIC®, which retains all information regarding polices and their status. EPIC® provides copies of policies to our underwriter - ATGF
Insert procedures for remitting premium
(Insert function or role name) duties
  1. Review outstanding reports from EPIC® on a monthly basis to ensure compliance with stated policy
  2. If after update and upon notice of no release or satisfaction recorded after___ days from closing
  3. Review file
  4. Ensure payoff check has cleared bank
  5. Send follow up letter to lien holder, via certified mail return receipt
  6. Review for satisfaction 30 days after return of receipt of reminder notice
  7. Enter information regarding satisfaction, if recorded
  8. Notify (insert title of position), if no satisfaction can be obtained 30 days after certified letter
  9. Complete Title Company Release as required
  10. Ensure that premiums are remitted no later than the end of the month following the closing
  11. Insert any file audit and follow up procedures.
  12. Insert procedures for refunding any overages to consumers.
(insert title of position)duties
  1. Review policy and procedure annually
  2. Take necessary steps to obtain satisfactions of liens
  3. Train employees on the policy and procedure

Contact Officer / (Insert title of position, his/her signature and date)
Date Approved / (Insert date approved)
Date of Commencement / (Insert effective date of policy and procedure; date and how it will be announced, e.g. staff meeting; and date of training)
Amendment Dates
Date for Next Review / (Insert date for next review)
Related References and Links /
  • Outstanding policies are found in the Files with Commitments no Policies Report in EPIC®.
  • Policies issued with premium due are found in the Agent BillingReport in EPIC®. Note - this report is for your records. Please insert the payment info, save a copy to your desktop and send the copy with your remittance.

Acknowledgement / By signing below each person does hereby acknowledge that they:
  1. Have read Title Policy Production/Premium Remittance Policy and Procedures effective (insert effective date of policy and procedure).
  2. I understand Title Policy Production/Premium Remittance Policy and Procedures effective (insert effective date of policy and procedure).
  3. I had ample time and opportunity to ask questions in reference to Title Policy Production/Premium Remittance Policy and Procedures effective (insert effective date of policy and procedure) prior to signing below.
  4. I have completed training on Title Policy Production/Premium Remittance Policy and Procedures effective (insert effective date of policy and procedure).
Name / Signature / Date

QUICK REFERENCE GUIDE TO TYPING POLICIES IN EPIC

  1. OPEN FILE
  1. ON GENINFO PAGE
    Proof your closing date - this will be the dated date for your policies
    Proof your sales price - this will be the owner insured amount
    Proof your buyer names - this is the grantee on your deed and your insured owner
    Proof your lender, the loan amount and the loan number if available

  2. CLICK ON POLICY TAB
  3. CLICK ON Commitment/Owner/Lender Policy UNDER SCHEDULE A
    For owner policy details, enter your policy date - the day of your recordings
    For the loan policy details, enter the dated date


  1. CLICK ON Additional Lender Policies IF NEEDED
    For the loan policy details, enter the dated date

  2. THEN CLICK ON Recording Information UNDER SCHEDULE A
    Enter the recording date and the recording information, reception number or book and page
    Click on the box ; select Deed of Trust and the text will populate; edit as necessary

  1. GENERAL EXCEPTIONS - YOUR SURVEY EXCEPTION AND MECHANIC LIEN EXCEPTION SHOULD BE THERE FROM THE COMMITMENT
    Check the box for the policies that apply and select action if needed

ISSUES/SPECIAL EXCEPTIONS
Check the box for the policies that apply
ADD your new deed(s) of trust under the Mortgages, Deeds of Trust, Liens category
- the easiest way to do this is copy the information from the lender policy recording information section
ADD any additional documents recorded at the closing (agreements, easements, etc.)
FOR FILES THAT HAVE MORE THAN 1 DEED OF TRUST, SEE ATTACHMENT ADDENDUM A FOR SUBORDINATE ITEMS

  1. MODIFY TAX LANGUAGE ACCORDINGLY
    Pull in your policy tax language and check the box for the policies
  1. REQUIREMENTS – NO ACTION NEEDED
  1. SCHEDULE C - TYPICALLY NO ACTION NEEDED
  1. ENDORSEMENTS – CHECK TO MAKE SURE THEY ARE SELECTED
  2. CLICK ON THE POLICY TAB ON THE POLICY ISSUANCE TOOLBAR
    Proof each policy by clicking on preview
  1. CLICK ISSUE POLICIES IN TOP RIGHT CORNER

  1. YOU CAN NOW VIEW THE POLICIES TO PRINT, SAVE TO YOUR COMPUTER OR EMAIL
  1. TO GENERATE A POLICY TRANSMITTAL PAGE
    Click on the Documents tab
    Under 5. Closing Documents, choose ATGF -Commitment Transmittal Form
    Prepare one for the owner policy, save and print
    Prepare one for the loan policy, save and print

ATGF Disclaimer:

These policies and procedures are samples only and may not be used without customization to accurately reflect the agent’s own policies and procedures.