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Policy renewal reminder prompt: free ChatGPT template

Follow-upsInsuranceWorks in ChatGPT, Claude, Gemini and Copilot

Updated · By Robert Breen

Use this when a carrier's renewal notice comes in and you want the client to hear about it from you first, especially when the premium went up. The prompt turns the renewal details into a short reminder that states the dates and figures exactly as issued, asks about life changes that could matter, and offers a quick review.

It never explains why a premium changed unless the carrier said why, and it never tells the client their coverage is fine. If you don't know the reason, the email offers a conversation instead of a guess.

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 [AGENT] at [AGENCY], reminding a client you know that a policy is renewing.
Context: From the carrier's renewal notice, the only figures you may use: [RENEWAL DETAILS]. What we know has changed for this client: [CLIENT CHANGES]. Don't give a reason for a premium change unless the details include one. Don't call their coverage adequate or recommend changes.
Task: Write a reminder that states the policy, renewal date and premium change exactly as given, asks about two or three life changes that matter for this type of policy, and offers [REVIEW OFFER].
Format: Subject line first with the policy type and renewal date. Under 150 words, friendly and plain, one call to action. Sign as [AGENT].

Fill in the blanks

[AGENT]
Your name as the client knows you.
[AGENCY]
Your agency's name.
[RENEWAL DETAILS]
Carrier, policy type, renewal date, current and new premium, and anything else the notice states, such as unchanged deductibles. Copy it from the notice, not from memory.
[CLIENT CHANGES]
Claims, new cars, moves or promises you made ("we said we'd review the renewal together"). Write "None known" if there are none.
[REVIEW OFFER]
What you're offering and how to take it, such as "a 15-minute call; reply with a time."

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 in the insurance Reply Faster lesson. In that lesson Tom told Denise, after her deer claim, that he would go over her Jan 15 renewal with her. Now the renewal notice is in.

Role: You are Tom at Stonebridge Insurance Agency, reminding a client you know that a policy is renewing.
Context: From the carrier's renewal notice, the only figures you may use: Harbor Mutual personal auto policy renews Jan 15. The six-month premium goes from $1,318 to $1,412. The notice lists no reasons. Coverages and deductibles are unchanged, including the $500 comprehensive deductible and rental reimbursement of $40 a day up to $1,200. What we know has changed for this client: a comprehensive claim (deer hit) in September, now closed, and we promised to go over this renewal with her before it takes effect. Don't give a reason for a premium change unless the details include one. Don't call their coverage adequate or recommend changes.
Task: Write a reminder that states the policy, renewal date and premium change exactly as given, asks about two or three life changes that matter for this type of policy, and offers a 15-minute call the week of Dec 14; she can reply with a time.
Format: Subject line first with the policy type and renewal date. Under 150 words, friendly and plain, one call to action. Sign as Tom.

What a good answer looks like

  • The renewal date and both premiums exactly as on the notice: Jan 15, $1,318, $1,412.
  • No guessed reason for the increase. The notice is silent, so the email offers to go over it together.
  • Change questions that fit an auto policy, like a new driver, a different car or a new commute.
  • A promise kept: Tom said he'd review the renewal with Denise, and the email offers exactly that.

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 every promise and figure against the renewal notice. One wrong digit in a premium creates the angry email you were trying to prevent.
  • Delete any reason the AI supplied for the change ("due to your recent claim," "rates are rising") unless the carrier said so.
  • Look for coverage judgments like "you're well covered" or "consider higher limits." Those belong in the review, with a licensed agent.
  • Send yourself a copy first and check that the subject line reads well on a phone.

Why this prompt works

The Context keeps two kinds of facts apart: what the carrier issued and what you know about the client. The model can be personal with the second without inventing anything in the first. The rule about reasons is there because "why did my price go up" is exactly the question a model most wants to answer, which makes it a hallucination waiting to happen.

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.

Start the free lesson

Also useful: Prompt Writing 101: Role, Context, Task, Format

Terms used here

Prompt constraintsHallucinationFollow-up email

All free prompt templates · AI glossary