For Insurance Agents ·
What you'll accomplish
By the end of this guide, you'll have a library of ready-to-use renewal outreach templates — one for each major policy type — that you can personalize in 2 minutes per client instead of writing from scratch for 15–20 minutes. You'll also have a simple system for managing the 60/30/7-day outreach cadence without anything falling through the cracks.
What you'll need
Most agents handle renewals for the same 4–6 policy types repeatedly. Identify yours:
You'll build email templates for each. Focus on the ones you handle most.
Open ChatGPT (chat.openai.com). For each policy type, use this prompt:
I'm an independent insurance agent. Write a 3-email renewal outreach sequence for a [policy type] client. Email 1 at 60 days before renewal: warm heads-up, offer to review coverage, low pressure. Email 2 at 30 days: check-in, invite questions or changes. Email 3 at 7 days: friendly final reminder, create mild urgency without panic. Each email: under 120 words, warm professional tone, include [Name] and [Renewal Date] as placeholders. Include subject lines.
Copy the output into a document. Repeat for each policy type.
What you should see: Three complete email drafts per policy type — 6 policy types × 3 emails = 18 total templates. A 30-minute session generates the full library.
Read through each template. Add any personalization:
Important: Remove any language that sounds generic or obviously AI-written. The goal is templates that sound like you.
In Gmail: Go to Settings → Advanced → enable Templates. Then, compose a new email → write your template → click the three-dot menu → Templates → Save draft as template. Save one template per policy type per email number (e.g., "Auto Renewal - 60 Day", "Auto Renewal - 30 Day", etc.).
In Outlook: Go to Home → My Templates (or use Quick Parts). Save each email sequence.
What you should see: A library of templates accessible in 1 click when composing any email.
Open a Google Sheet. Create columns: Client Name, Policy Type, Renewal Date, 60-Day Sent (date), 30-Day Sent (date), 7-Day Sent (date), Notes.
Export renewals from your AMS each month and paste them in. Sort by Renewal Date. Each morning, check who's coming up in 60, 30, and 7 days — send the appropriate template with 2-minute personalization.
Rate increase variation (when you know the renewal rate is going up):
Write a 60-day renewal email for a homeowner whose premium is increasing approximately [X]%. Acknowledge the increase upfront, briefly explain it's market-wide, offer to review their coverage and re-shop other carriers. Empathetic, not defensive. Under 150 words.
Long-term client variation:
Write a 60-day renewal email for a client who has been with my agency for [X] years. Acknowledge the relationship, offer a coverage review in light of any life changes, and make it feel like a personalized note, not a template.
Cross-sell opportunity variation (auto-only client whose home renews separately):
Write a 60-day home insurance renewal email that also naturally mentions the opportunity to bundle home and auto for a potential discount. Don't make the cross-sell the focus — lead with the renewal, mention bundling as an option.