letter flow chart

At TEJ Agency, we created our Letter Flow Chart to give you a clear visual guide for understanding each step of your process. This tool helps simplify complex decisions and ensures your workflow stays efficient and organized. Whether you’re managing daily tasks or planning larger projects, the chart makes it easier to stay on track.

Insurance Expired / Cancelled Letter Cycle Process

Insurance Policy Expires or is Cancelled

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL-CEC1 TOL-CEC1 Notice will produce first cycle day following an expiration or cancelation , this is the first notice in the FP series
Hazard, Wind, Fire TOL-MEC1 TOL-MEC1 Notice will produce first cycle day following an expiration or cancelation , this is the first notice in the FP series
CONDO Flood TOL-FCEC1 TOL-FCEC1 Notice will produce first cycle day following an expiration or cancelation , this is the first notice in the FP series
Flood TOL-FEC1 TOL-FEC1 Notice will produce first cycle day following an expiration or cancelation , this is the first notice in the FP series

Exception Cleared - Exit Cycle, Exception Not cleared, cycle continues

Insurance Policy Expires or is Cancelled - Thirty days following First Notice

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL-CEC2 TOL-CEC2 Notice will produce following an expiration or cancelation, this is the second notice in the FP series, this produces approximately 30 days following first notice
Hazard, Wind, Fire TOL-MEC2 TOL-MEC2 Notice will produce following an expiration or cancelation, this is the second notice in the FP series, this produces approximately 30 days following first notice
CONDO Flood TOL-FCEC2 TOL-FCEC2 Notice will produce following an expiration or cancelation, this is the second notice in the FP series, this produces approximately 30 days following first notice
Flood TOL-FEC2 TOL-FEC2 Notice will produce following an expiration or cancelation, this is the second notice in the FP series, this produces approximately 30 days following first notice

Exception Cleared - Exit Cycle, Exception Not cleared, cycle continues

Insurance Policy Expires or is Cancelled - Week Following Second Notice

The week following second notice, items that have not cleared notice cycle will appear on the PRE-POLICY placement report. There are no notice associated with this report. This is for the bank to review all items that will be placing the following week. This is the last opportunity to WAIVE items from tracking before a policy is placed and premium will be earned.

Exception Cleared - Exit Cycle, Exception Not cleared, cycle continues

Insurance Policy expires or is Cancelled - Policy Placement

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL-CPP TOL-CPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
Hazard, Wind, Fire TOL-MPP TOL-MPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
CONDO Flood TOL-FCPP TOL-FCPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
Flood TOL-FPP TOL-FPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.

Once policy is placed item exits notice cycle, a new cycle will begin if the FP policy expires or some other outside coverage is provided that initiates a cycle.

FP Policy Expires

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL-CS1 TOL-CS1 Notice will produce approximately 45 days prior to a FP policy expiring, this is the only notice prior to policy placement in the FP renewal series
Hazard, Wind, Fire TOL-MS1 TOL-MS1 Notice will produce approximately 45 days prior to a FP policy expiring, this is the only notice prior to policy placement in the FP renewal series
CONDO Flood TOL-FCS1 TOL-FCS1 Notice will produce at FP policy expiration, this is the first notice in the FP renewal series
Flood TOL-FS1 TOL-FS1 Notice will produce at FP policy expiration, this is the first notice in the FP renewal series

FP Policy Expires - Second Notice

Insurance Stream Letter Name Letter Letter Description
CONDO Flood TOL-FCS2 TOL-FCS2 Notice will produce approximately 30 days after a FP policy expires, this is the second notice in the FP renewal series
Flood TOL-FS2 TOL-FS2 Notice will produce approximately 30 days after a FP policy expires, this is the second notice in the FP renewal series

Insurance Policy expires or is Cancelled - Policy Placement

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL-CPP TOL-CPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
Hazard, Wind, Fire TOL-MPP TOL-MPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
CONDO Flood TOL-FCPP TOL-FCPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
Flood TOL-FPP TOL-FPP Notice will produce following when a FP policy is issued, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.

Insufficient Letter Cycle

Insurance Policy is Identified to be Potentially Insufficient

TEJ reviews each insurance item to the collateral record it corresponds to- we review the coverage amount compared to the Loan balance and value provided. If the coverage doesn't meet the lessor than requirement it is identified as insufficient. If the policy doesn't show the bank listed at mortgagee the items is marked for this type of insufficiency.  This item identified as insufficient will appear on the PRE-Insufficient Report.

Exception Cleared - Exit Cycle, Exception Not cleared, cycle continues

Insufficient First Notice

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL-CU1 TOL-CU1 Notice will generate one week after the Pre-Insufficient report if the item is verified insufficient or the bank doesn't respond to the report.
Hazard, Wind, Fire TOL-MU1 TOL-MU1 Notice will generate one week after the Pre-Insufficient report if the item is verified insufficient or the bank doesn't respond to the report.
CONDO Flood TOL-FCU1 TOL-FCU1 Notice will generate one week after the Pre-Insufficient report if the item is verified insufficient or the bank doesn't respond to the report.
Flood TOL-FU1 TOL-FU1 Notice will generate one week after the Pre-Insufficient report if the item is verified insufficient or the bank doesn't respond to the report.

Exception Cleared - Exit Cycle, Exception Not cleared, cycle continues

Insufficient Second Notice

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL-CU2 TOL-CU2 Notice will produce about 30 days after the first notice, this is the second notice in the FP series.
Hazard, Wind, Fire TOL-MU2 TOL-MU2 Notice will produce about 30 days after the first notice, this is the second notice in the FP series.
CONDO Flood TOL-FCU2 TOL-FCU2 Notice will produce about 30 days after the first notice, this is the second notice in the FP series.
Flood TOL-FU2 TOL-FU2 Notice will produce about 30 days after the first notice, this is the second notice in the FP series.


Exception Cleared - Exit Cycle, Exception Not cleared, cycle continues


Insufficient Policy Placement

Insurance Stream Letter Name Letter Letter Description
CONDO Hazard, Wind, Fire TOL - CUPP TOL - CUPP Notice will produce with placement of a FP policy, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
Hazard, Wind, Fire TOL-MUPP TOL-MUPP Notice will produce with placement of a FP policy, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
CONDO Flood TOL -FCUPP TOL -FCUPP Notice will produce with placement of a FP policy, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.
Flood TOL-FUPP TOL-FUPP Notice will produce with placement of a FP policy, this occurs two weeks following second notice. This is the final notice in an FP cycle - the notice will be sent with the policy.

Cycle is complete, insufficient cycle will only begin again if a deficiency is present.

Insufficient Insert Text

For an Lienholder issue the text is as follows: No lienholder listed or incorrect lienholder listed.
For a value issue the text is as follows: Coverage amount is not sufficient to meet the lesser of the collateral value or your loan balance.

Break In Coverage Notice Cycles

Break in Coverage Cycle

TEJ requires each piece of collateral in tracking to maintain continuous coverage, this ensures we are able to offer the bank the automatic coverage endorsement for collateral items. For any policy that is received that the term dates do not show continuous coverage the system will initiate a BIC cycle.

Insufficient First Notice

Description Letter Name Letter
BIC cycle can be the first letter in a notice cycle- this can occur from when a loan is opened, if the borrower provides insurance but the coverage begins after the open date of the loan the system will create a BIC. Additionally if the borrowers policy is not yet expired but we get a renewal that incepts after the expiration date the system will start the BIC cycle. TOL-BIC1 TOL-BIC1
BIC cycle usually begins at second notice, generally this occurs if the borrower allows their policy to expire or is cancelled and the new coverage they obtain incepts after the expiration or cancelation date of the prior policy. The borrower this notice will generally follow a Expired Cancelled first notice- this is the second item, the borrower provided coverage but there appears to be a time period when the borrower had no coverage. TOL-BIC 2 TOL-BIC 2

BIC Policy Placement

Insurance Stream Description Letter name Letter
HAZARD This notice produces when a BIC FP policy is produced, due to the different cycles there is a letter specific to each insurance stream. TOL-BICPP TOL-BICPP
CONDO This notice produces when a BIC FP policy is produced, due to the different cycles there is a letter specific to each insurance stream. TOL-CBICPP TOL-CBICPP
FLOOD This notice produces when a BIC FP policy is produced, due to the different cycles there is a letter specific to each insurance stream. TOL-FBICPP TOL-FBICPP
CONDO FLOOD This notice produces when a BIC FP policy is produced, due to the different cycles there is a letter specific to each insurance stream. TOL-FCBICP TOL-FCBICP

*** If a BIC item is WAIVED, the collatearl may be excluded form the AUTOMATIC COVERGE provision in the master policy, this endorsement requires continious coverage on all collateral in tracking***

OTHER NOTICE CYCLES

Flood Zone Remapping

Description Letter Name Letter
FEMA works continuously to verify that properties are properly mapped into Flood zones, each year different maps are updated. For banks this can create additional work as properties identified as now being in a SFHA need to show evidence of flood insurance. TEJ works to assist banks with the process by sending letters to borrowers who are now in a SFHA, this notice alerts them to the change and the requirement to provide insurance.
Once TEJ is notified that a property is now in a SFHA the Remapping notice cycle will kick off if the borrower has not provided flood coverage. This series contains two notices of re-mapping, if the borrower doesn't provide a policy prior to the end of the notice cycle a FP policy will be issued. TOL_FMR1 TOL_FMR1
TOL-FMR2 TOL-FMR2

*** If a BIC item is WAIVED, the collatearl may be excluded form the AUTOMATIC COVERGE provision in the master policy, this endorsement requires continious coverage on all collateral in tracking***