Best Practices

1.) Establish and maintain current License(s) as required to conduct the business of title insurance and settlement services.

  • Monarch Title holds all of the current and applicable licenses to do business in Maryland, Virginia, and the District of Columbia and has remained in good standing with all three jurisdictions since the company’s inception.
  • Monarch Title also maintains compliance with all of the title insurance regulatory agencies for each state and meets all of the applicable licensing requirements.
2.) Adopt and maintain appropriate written procedures and controls for Escrow Trust Accounts allowing for electronic verification of reconciliation.

  • Monarch Title has put the following practices into place related to Escrow Trust Accounting:
  • All Escrow Trust Accounts are prepared with Trial Balances
  • All Escrow Trust Accounts are reconciled using a third party service
  • All Operating Accounts are maintained separately from the Escrow Trust Accounts
  • Specific written procedures are in place for handling Outstanding Disbursements as well as Trial Balances
  • Positive Pay is utilized via a third party service
  • Duties are segregated and appropriate authorization levels are set for all employees.
3.) Adopt and maintain a written privacy and information security program to protect Non-public Personal Information as required by local, state and federal law

  • Monarch Title has put the following practices into place related to the protection of NPI:
  • Instituted automatic mechanisms to prevent data loss
  • Created an internal framework to protect Non-Public Information
  • Provided user security training to enhance our current security profile
  • Improved business continuity through consolidation
  • Created response teams to handle incidents that impact business functionality
  • Risk Management framework adopted to identify risks and mitigate potential security threats.
4.) Adopt standard real estate settlement procedures and policies that help ensure compliance with Federal and State Consumer Financial Laws as applicable to the Settlement process.

  • Monarch Title submits all documents for recording within the appropriate time frames, and uses electronic recording where available to further expedite the process.
  • Monarch Title utilizes rate manuals and online calculators for all underwriters, ensuring that the correct premiums and endorsement rates are being charged.
5.) Adopt and maintain written procedures related to title policy production, delivery, reporting and premium remittance.

  • It is Monarch Title’s standard practice to provide policies to customers as soon as possible, post-settlement, and always within the statutory time periods.
  • Monarch Title also remits all policies and premiums to underwriters without delay.
6.) Maintain appropriate professional liability insurance and fidelity coverage.

  • Monarch Title meets all requirements for professional liability insurance and E&O insurance as required by state law.
7.) Adopt and maintain written procedures for resolving consumer complaints.

  • Monarch Title uses Rizolv, a Complaint Management System that facilitates the following:
  • Consumer’s ability to submit a complaint via an intake form that identifies specific information related to their experience
  • The company’s ability to review the complaint, request additional information, assign it a single point of contact, and set the priority of the complaint
  • Maintenance of a comprehensive log of the complaint and resolution.