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Draft the renewal letter before the crunch month

Today

Sixty renewals land inside the same sixty days. The accounts that get a real renewal letter are the largest ones, and everybody else gets a bare packet and a voicemail asking them to call.

With Claude

You paste what changed, exactly as it reads on the renewal documents, and get a client letter that names each change in plain language, asks this year's exposure questions, and leaves every judgment call marked for the producer.

The prompt

Paste this into claude.ai and replace anything in brackets.

You are drafting a renewal review letter for a client of an independent insurance agency in [state]. Write plain English a business owner with no insurance background can follow, and explain any insurance term the first time it appears in one short clause.

Account: [for example a 30 employee commercial landscaping company]
Lines renewing: [for example general liability, commercial auto, workers compensation]
What changed on the renewal, copied exactly from the renewal documents:
[paste the changes: premium figures, limits, deductibles, endorsements added or removed, carrier changes]
What I already know about why: [a claim, payroll or revenue growth, a carrier decision, or leave blank]

Absolute rules:
- Copy every figure exactly as I gave it. Never calculate, round, estimate, or infer a number, including percentages and differences between years.
- Never state what a policy covers, excludes, or would pay. Coverage comes from the policy form and the endorsements, not from this letter.
- Add no fact that is not in my notes. Where the letter needs a judgment only a licensed producer can make, insert [PRODUCER: your specific question here] instead of writing something plausible.

Structure it as:
1. One short paragraph on what is renewing and the effective date.
2. What changed, one item per line, each with the figure or term exactly as stated and a plain language description of the change.
3. Exposure questions for this year: payroll, revenue, vehicles, staff, locations, subcontractors, equipment, and any work they have started doing that they were not doing last year.
4. What we need back from them, and by [date].
5. A closing line offering a review call.

Under 400 words. No sales language.

What to skip in insurance agencies

Never let Claude tell anyone what a policy covers. Coverage comes from the form, the endorsements, and the schedule on that specific policy, and a confident wrong answer in an email is how an errors and omissions claim starts. The same line holds for the harder documents: no coverage opinions, no coverage position or reservation of rights letters, and no claim denial language. Those belong to the carrier, the adjuster, and counsel. Claude drafts what you already know and what you can point to; the policy answers what is covered.
Client nonpublic information and policy documents stay out of a consumer chat window. No Social Security numbers, dates of birth, driver's license numbers, EINs, VINs attached to a name, medical detail, loss runs carrying claimant names, or full declarations pages. Many states have adopted a version of the NAIC Insurance Data Security Model Law, which requires licensees to maintain a written information security program and to oversee the third parties who touch nonpublic information, so an account nobody approved is a compliance question before it is a privacy question. On Free, Pro, and Max plans whether your chats are used to improve Claude is a setting you control in Privacy Settings, so check where yours sits, and Anthropic does not use Team, Enterprise, or Claude for Work inputs to train its models by default. Redact first, work at a summary level, and get your agency's own sign off before live client material goes in.
Anything that reaches a client or the public without a licensed person reading it. Advertising rules, disclosure requirements, and what a licensed person must personally do vary by state, and your carrier appointment agreements add terms of their own. Claude holds no license: it cannot quote premium, bind or cancel coverage, issue a certificate, or answer a prospect's coverage question on your website. Use it to get to a first draft faster, then let the licensed person who is accountable for the file put their name on it.

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Every prompt on this page plus the rest, so you still have them on Monday. One email, then four short ones on making it stick. Unsubscribe any time.

Or answer four questions and Claude writes three workflows for your specific business rather than the industry generally.

Before you try it

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