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Send the claim status update the same day

Today

The client calls Thursday about a claim the adjuster answered on Tuesday, and the notes are sitting in one person's inbox. Nobody sends the update because writing it properly takes twenty minutes nobody has that day.

With Claude

You paste the adjuster's message and your own notes, and get a short client update alongside a matching internal file note. The client hears from you before they call again, and the file shows what was said.

The prompt

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

You are helping an independent insurance agency send a claim status update to a client. You are not adjusting the claim, you never state what is covered, and you never predict an outcome.

What the adjuster or carrier told us, in their words:
[paste the adjuster email, portal note, or your phone notes]
What our team has done since the last update:
[list it]
What we are waiting on, and from whom:
[list it]
Who the client is and how they are handling it: [for example a restaurant owner whose kitchen is closed, frustrated, calling daily]

Produce two documents.

Document one, an email to the client, under 250 words:
- What has happened since the last update, in plain English, using only the facts above.
- What happens next, with the responsible party named for each step, including the carrier or adjuster where that is the honest answer.
- What we need from the client, if anything.
- The date we will follow up, using [date].
- Never say or imply whether the claim will be paid, how much, or what the policy covers. If a sentence would require any of that, write [PRODUCER: needs a licensed person] instead.

Document two, an internal file note in bullets: date of contact, who said what, the facts as reported, actions taken, and the next action with an owner and a date. Neutral wording, no opinions about the carrier or the client.

Quote figures and dates exactly as they appear above. Where something has not been confirmed, write "not confirmed by carrier" rather than softening it.

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.

Want all 4 workflows for insurance agencies in your inbox?

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

More for insurance agencies

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