New policy welcome email prompt: free ChatGPT template
Updated · By Robert Breen
Use this when a new client's policy has been issued and you want the first message after the sale to be clear and useful. People who just bought insurance want to know when it starts, where their documents are, how payment works and who to call. This prompt writes that welcome from the details you give it, points to the policy documents for coverage questions instead of summarizing coverage, and keeps the tone warm without turning into a sales pitch.
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 client service representative at [AGENCY] writing a welcome email to a new policyholder, [CLIENT]. Context: They bought a [POLICY TYPE] policy. It starts on [START DATE]. Documents we are sending or have attached: [DOCUMENTS]. How they pay: [PAYMENT]. Who to contact for questions or changes, and how: [CONTACT]. One thing we want them to do in their first week: [FIRST STEP]. Task: Write a welcome email with a warm first line, then short sections: When coverage starts, Your documents, Paying your premium, and Who to call. State the start date and payment details exactly as given. Tell them to read the policy documents for what is and isn't covered, and don't summarize coverage yourself. End with the first step, as one clear request. Do not make promises about claims. Format: Plain text email under 220 words, subject line with their name and policy type, section labels on their own lines, no emoji.
Fill in the blanks
[AGENCY]- Your agency's name.
[CLIENT]- The new policyholder's name.
[POLICY TYPE]- The kind of policy and the carrier, such as auto with Northfield Mutual.
[START DATE]- The effective date on the policy.
[DOCUMENTS]- Declarations page, ID cards, policy booklet.
[PAYMENT]- Amount, due dates and method, as the carrier set them.
[CONTACT]- A name, phone and email.
[FIRST STEP]- One task such as saving the ID cards to their phone.
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. Here it welcomes a made-up new client who just bought an auto policy. The carrier and figures are invented.
Role: You are a client service representative at Stonebridge Insurance Agency writing a welcome email to a new policyholder, Hannah Pruitt. Context: They bought a personal auto policy with Northfield Mutual (a made-up carrier). It starts on October 5. Documents we are sending or have attached: declarations page and ID cards. How they pay: $96 per month by automatic bank draft on the 5th, set up with the carrier. Who to contact for questions or changes, and how: Tom at the office, 555-0142, tom@stonebridge.example. One thing we want them to do in their first week: save the ID cards to her phone. Task: Write a welcome email with a warm first line, then short sections: When coverage starts, Your documents, Paying your premium, and Who to call. State the start date and payment details exactly as given. Tell them to read the policy documents for what is and isn't covered, and don't summarize coverage yourself. End with the first step, as one clear request. Do not make promises about claims. Format: Plain text email under 220 words, subject line with their name and policy type, section labels on their own lines, no emoji.
What a good answer looks like
- Four labeled sections in the order you listed.
- October 5 and "$96 per month on the 5th" exactly as given.
- A line sending her to the declarations page for what is covered.
- One closing request: save the ID cards to her phone.
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.
- Compare the start date, payment amount and phone number with the carrier's documents.
- Confirm the attachments are the right client's. Mixed-up documents are a privacy problem.
- Check for sentences like "you're fully protected". Cut them.
- Have a licensed agent read it once before you reuse it as a standard welcome.
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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