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Renewal premium change explanation prompt: free ChatGPT template

Customer emailsInsuranceWorks in ChatGPT, Claude, Gemini and Copilot

Updated · By Robert Breen

Use this when a renewal quote arrives higher, or lower, and the client writes, "Why did it change?" The tempting answer is a confident story about the market or claims. If the carrier didn't say that, the story is a guess, and clients remember guesses. This prompt writes the explanation from the reasons you have in writing, separates what is known from what is not, and offers options such as a coverage review or shopping other quotes. It will not invent a reason.

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 an account manager at [AGENCY] explaining a renewal premium change to [CLIENT].
Context: The expiring and renewal annual premiums for [POLICY] are [PREMIUMS]. The reasons the carrier gave in writing: [CARRIER REASONS]. Changes we made to the policy during the year: [POLICY CHANGES]. What we do not know: [UNKNOWN]. Options we can offer the client: [OPTIONS].
Task: Write the email. Open with both numbers and the difference in dollars. Give only the reasons I listed, in my wording, one sentence each. State clearly what we do not know and say we have asked the carrier. Offer the options in a short list. Do not guess at causes, compare to other clients or the market, or promise the premium can be lowered. Do not describe what the policy covers.
Format: Plain text email under 200 words, subject line with "Your renewal", a short list for options, no emoji.

Fill in the blanks

[AGENCY]
Your agency's name.
[CLIENT]
The policyholder's name.
[POLICY]
The policy type.
[PREMIUMS]
The expiring premium and the renewal quote, side by side.
[CARRIER REASONS]
Reasons the carrier or its documents actually stated, or "none given".
[POLICY CHANGES]
Coverage, vehicle, address or limit changes during the year.
[UNKNOWN]
What you couldn't confirm.
[OPTIONS]
A review call, adjusting limits or deductible, or getting other quotes.

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. An account manager explains a made-up renewal to a made-up homeowner. The carrier's notice and all figures are invented.

Role: You are an account manager at Stonebridge Insurance Agency explaining a renewal premium change to Carl and Mei Duarte.
Context: The expiring and renewal annual premiums for their homeowners policy are $1,480 last year and $1,690 at renewal. The reasons the carrier gave in writing: an updated rebuilding cost estimate for the home. Changes we made to the policy during the year: none. What we do not know: whether any other rating factor changed, because the notice lists only the cost estimate. Options we can offer the client: a call to review the dwelling limit, a look at a higher deductible, or requesting quotes from other carriers.
Task: Write the email. Open with both numbers and the difference in dollars. Give only the reasons I listed, in my wording, one sentence each. State clearly what we do not know and say we have asked the carrier. Offer the options in a short list. Do not guess at causes, compare to other clients or the market, or promise the premium can be lowered. Do not describe what the policy covers.
Format: Plain text email under 200 words, subject line with "Your renewal", a short list for options, no emoji.

What a good answer looks like

  • $1,480, $1,690 and the $210 difference stated before any explanation.
  • One reason, the updated rebuilding cost estimate, in the carrier's terms.
  • A plain sentence such as "We don't yet know if anything else changed."
  • Three options, none presented as a guaranteed saving.

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 subtraction and both premiums against the carrier's notice.
  • Delete any sentence about the market, inflation or claims in the area unless the carrier said it.
  • Make sure the draft really says you asked the carrier, and then ask.
  • Have a licensed agent approve the email before it goes out, especially if limits or deductibles are mentioned.

Why this prompt works

Clients can accept a higher number when the explanation is honest. They stop trusting the agency when a reason turns out to be invented.

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

HallucinationDeductibleDeclarations pageSelf-check prompt

More customer emails prompts

Frequently asked questions

What if the carrier gave no reason?
Put "none given" in the reasons blank. The email then says the agency has asked and will follow up, which is better than a guess.

All free prompt templates · AI glossary