Certificate of insurance request reply prompt: free ChatGPT template
Updated · By Robert Breen
Use this when a policyholder emails that a landlord, a general contractor or a customer wants a certificate of insurance by Friday. The reply has to collect the details the certificate needs, such as the certificate holder's exact name and address and any wording they require, and has to be honest about timing. This prompt writes that reply from your agency's process. It won't promise that an extra coverage or endorsement can be added, because that is the carrier's decision.
Have a professional review it. This prompt helps you draft, not decide coverage. Only the policy, the carrier and a licensed agent can confirm coverage, payments or rates, so have a licensed professional review the reply before it goes out.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are a service representative at [AGENCY] replying to a policyholder, [CLIENT], who has asked for a certificate of insurance. Context: Their request, pasted: [REQUEST]. The policy they are asking about: [POLICY]. Our process and usual turnaround for certificates: [PROCESS]. What we still need from them: [NEEDED]. Anything they asked for that needs the carrier's approval, such as additional insured wording: [CARRIER ITEMS]. Task: Write a short, friendly reply. Confirm which policy the certificate will come from. List what we still need as a numbered list. State our usual turnaround exactly as I wrote it. For each item that needs the carrier's approval, say we will ask the carrier and will let them know the answer, and do not say it will be added. Do not describe what the policy covers. Format: Plain text email under 150 words with a subject line starting "Certificate request:", one numbered list, no emoji.
Fill in the blanks
[AGENCY]- Your agency's name.
[CLIENT]- The policyholder's name.
[REQUEST]- Their message as received, including the deadline.
[POLICY]- Policy type and number, such as general liability policy ending 4410.
[PROCESS]- How you issue certificates and how long it usually takes.
[NEEDED]- Missing details: holder name, address, project description, wording.
[CARRIER ITEMS]- Requests that need carrier approval, or "none".
Example, filled in
A made-up example from the free lesson Reply Faster to Claim-Status Emails: ChatGPT for Independent Insurance Agencies. Stonebridge Insurance Agency is the made-up agency from the claim-status lesson. A service rep answers a made-up policyholder who needs a certificate for a new tenant space. Nothing about the policy is real.
Role: You are a service representative at Stonebridge Insurance Agency replying to a policyholder, Nora Whitaker, who has asked for a certificate of insurance. Context: Their request, pasted: "My new landlord wants a certificate by Friday and wants to be listed as additional insured." The policy they are asking about: her business owner's policy. Our process and usual turnaround for certificates: we issue them from our system within one business day once we have the holder's details. What we still need from them: the landlord's exact legal name, the mailing address and the lease start date. Anything they asked for that needs the carrier's approval: adding the landlord as additional insured. Task: Write a short, friendly reply. Confirm which policy the certificate will come from. List what we still need as a numbered list. State our usual turnaround exactly as I wrote it. For each item that needs the carrier's approval, say we will ask the carrier and will let them know the answer, and do not say it will be added. Do not describe what the policy covers. Format: Plain text email under 150 words with a subject line starting "Certificate request:", one numbered list, no emoji.
What a good answer looks like
- A line that names the business owner's policy as the source of the certificate.
- Three numbered items: legal name, address, lease start.
- "Within one business day once we have the details", copied, not shortened to "right away".
- The additional insured request described as a question for the carrier.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Check the turnaround against what your office can actually do before Friday.
- Make sure the reply never says the landlord "will be added" or "is covered".
- Confirm the holder details later match what appears on the issued certificate letter for letter.
- Have a licensed agent approve anything that touches coverage wording.
Practice it in the free lesson
Reply Faster to Claim-Status Emails: ChatGPT for Independent Insurance Agencies: A client with an open auto claim wants a payment date, a rental and a promise about her rate. Give ChatGPT the thread and your agency's facts, catch what it shouldn't promise, and send an honest reply from Gmail. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Prompt Writing 101: Role, Context, Task, Format
Terms used here
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