Skip to content
Request a Demo

Why Emailing PDFs for Document Delivery Could Put You At Risk

The Problem: No Mail, No Time

If the strike proceeds as planned on May 23, brokers may face delays in mailing time-sensitive materials like policy renewals, billing notices, or proof of insurance. That kind of disruption can damage client relationships and create chaos in your workflow.

Naturally, email feels like the best fallback. It’s immediate and widely used. But the simplicity of attaching a PDF to an email hides some major red flags.

Why Emailing PDFs Isn’t Safe

Most brokers don’t realize that a PDF sent via email is vulnerable in multiple ways:

  • It’s not encrypted by default: Unless you go out of your way to use secure encryption software, most PDFs and email platforms don’t offer real protection.

  • It can be intercepted: Emails travel across multiple servers. At any point, an unsecured message can be intercepted by cybercriminals or land in someone else’s inbox.

  • Human error is common: A single typo in an email address can send personal client data to the wrong person.

  • No control once it’s sent: You can’t unsend an email. You can’t prevent someone from forwarding it. And you can’t track when or how it’s opened.

The bottom line? You lose control the moment you click “send.”

The Legal Side: What Happens If There’s a Breach

Canada’s privacy laws, especially under PIPEDA (Personal Information Protection and Electronic Documents Act), are clear: if you handle personal information, you’re responsible for protecting it—whether it’s stored, shared, or sent.

If client data is accidentally shared or intercepted, brokers could face:

  • Fines up to $100,000 per incident

  • Mandatory notifications to the affected client and the Office of the Privacy Commissioner

  • Potential audits and regulatory action

  • Loss of client trust and long-term reputational damage

And if you think these scenarios are rare—think again. Most data breaches are caused by human error or weak communication safeguards. Using unsecured email to deliver sensitive PDFs creates a perfect storm.

What Industry Regulators Say

Both provincial and national regulators have issued guidance that plain email is not considered a secure form of document delivery. They expect brokers to use strong encryption, access controls, and audit trails—none of which are available in a basic email + PDF workflow.

So what can brokers use instead?

The Better Option: Secure Client Portal and Mobile App

Secure client portals are specifically designed to solve this problem. They offer:

  • Encryption: Files are protected at every stage—while being uploaded, stored, and viewed.

  • Access controls: Only the intended recipient can access the document, usually with multi-factor authentication.

  • Audit trails: You know exactly who opened what, and when.

  • Convenience: Clients can log in anytime to view, download, sign, or pay from any device.

With a client portal, you don’t have to worry about postal delays—or about sending sensitive documents into the digital void.

Bonus: It’s Not Just Safer—It’s Smarter

Portals aren’t just about security. They also bring real efficiency to your brokerage:

  • Clients get documents instantly

  • Built-in e-signatures and payments streamline processing

  • Automated reminders reduce your follow-up time

  • You can prove compliance with ease

All of this adds up to better service, less stress, and stronger trust with your clients.

Don’t Let the Mail Delay Become a Data Disaster

The upcoming Canada Post strike is a moment of disruption—but it’s also a chance to improve how you deliver documents long-term.

Instead of risking a data breach by emailing PDFs, consider moving your workflow to a secure, encrypted portal. You’ll protect your clients’ privacy, meet legal requirements, and build a more modern, resilient brokerage in the process.

Want help exploring your options? Take a tour of truMobile today