Quick answer. Type the numbers and the carrier's stated reasons yourself, tell the AI to use nothing else, and keep one sentence in every client summary: your policy documents control the coverage. Never let a draft say a loss is or isn't covered. Insurance advertising and policy descriptions are regulated state by state, so check your state insurance department's rules and your carriers' marketing guidelines before templates go out.
Why a workflow beats a one-off prompt
An agency's service desk writes the same five emails all year: renewal changes, coverage questions, quote requests, claim updates and certificate requests. They're routine until one sentence promises coverage the policy doesn't give. The workflows here hold the routine part steady and fence off the risky part: the AI explains only what you typed from the declarations page or the carrier's notice, and every summary is labelled as a summary.
Each workflow has five parts: the job it does, a prompt template with [BRACKETS] to fill, an example input with the kind of output to expect, a check before you send (facts, numbers, names, tone), and a privacy rule. Every prompt ends by telling the AI to write [CHECK] instead of guessing, so missing facts show up instead of being invented.
Three workflows you can run today
1. Renewal premium change email with a review offer
Prompt template (replace every [BRACKET] with your facts):
You are writing for an independent insurance agent. Write a renewal email to a client whose [LINE OF COVERAGE] policy renews on [DATE]. Current premium [AMOUNT]; renewal premium [AMOUNT]. Reasons stated on the carrier's renewal notice: [REASONS, QUOTED OR SUMMARIZED BY ME]. Coverage changes on renewal: [CHANGES OR "none"]. Options I can review with them: [E.G., DEDUCTIBLE CHANGE, QUOTE OTHER CARRIERS, DISCOUNTS TO CHECK]. Under 180 words. Show the dollar and percentage change. Do not guess at reasons, do not say any option will lower the premium, and add: "Your policy documents control the coverage; this email is a summary." Sign as [NAME, AGENCY, LICENSE LINE IF YOUR STATE REQUIRES]. If any fact you need is missing, write [CHECK] instead of guessing. After the draft, list every [CHECK] and anything you assumed.
Example input: Homeowners renews Jan 15; $1,840 to $2,116; carrier notice cites higher rebuilding costs and a statewide rate filing; no coverage changes; options: raise deductible from $1,000 to $2,500, remarket with two other carriers.
What to expect: Expect a subject line like "Your home policy renewal on Jan 15", the change shown as $276 (15.0%), the two reasons from the notice, both options without a promised saving, the policy-documents line and an offer of two call times.
Check before you send:
- Facts: reasons come only from the carrier's notice; no option is promised to save money.
- Numbers: you recompute the dollar and percentage change yourself ($2,116 - $1,840 = $276, 15.0%).
- Names: carrier, policy type and agency name are right; license line matches your state's rules.
- Tone: straightforward, not alarmed and not salesy.
Privacy rule: Use the client's first name and policy type only. No policy number, driver's license numbers, claim history details or dates of birth.
Rule to know: State insurance departments regulate how agents advertise and describe insurance. Check your state insurance department's rules (NAIC's directory links to each department) and your carriers' marketing guidelines before sending templates. (NAIC)
2. Plain-English coverage summary from your notes
Prompt template (replace every [BRACKET] with your facts):
Write a plain-English summary of a client's [POLICY TYPE] coverage for a one-page handout. Use only these items that I typed from the declarations page: [COVERAGE NAME: LIMIT; DEDUCTIBLE] for each line; endorsements [LIST]. For each coverage write one sentence on what it is generally for, without saying any specific loss is or isn't covered. Add a short "Questions to ask me" list and this line at the top: "Summary only. Your policy, including its exclusions and conditions, decides what is covered." Don't add coverages, limits or exclusions I didn't list. If any fact you need is missing, write [CHECK] instead of guessing. After the draft, list every [CHECK] and anything you assumed.
Example input: Personal auto: bodily injury 100/300; property damage 100; uninsured motorist 100/300; collision $500 deductible; comprehensive $250 deductible; rental reimbursement $40/day up to 30 days; roadside assistance.
What to expect: Expect the summary line at the top, a table of each coverage with its limit and a one-line description ("Collision: pays for damage to your car from a crash, after your $500 deductible"), and three or four questions such as "Do you drive for a delivery app?"
Check before you send:
- Facts: every coverage and limit matches the declarations page; nothing about what a specific claim would get.
- Numbers: split limits, deductibles and daily maximums copied exactly.
- Names: coverage names use the carrier's terms.
- Tone: explanatory; the top line about the policy controlling stays in.
Privacy rule: Type the coverages yourself; never upload the declarations page, which carries the policy number, address and driver details.
Rule to know: Coverage descriptions and comparisons are regulated by each state. Check your state insurance department's rules before you use summaries in marketing. (NAIC)
3. New quote request reply with a secure-intake checklist
Prompt template (replace every [BRACKET] with your facts):
Write a reply (under 150 words) to a new request for a [LINE OF COVERAGE] quote. The person said: [THEIR MESSAGE]. List the information I'll need [LIST], and say that driver's license numbers, dates of birth and current policy documents should come through [SECURE METHOD, E.G., OUR SECURE UPLOAD LINK OR A PHONE CALL], not by email or text. Offer two call times [TIMES]. Don't quote a price or say they'll save money. If any fact you need is missing, write [CHECK] instead of guessing. After the draft, list every [CHECK] and anything you assumed.
Example input: Lead from website: "Moving to town next month, need car and renters insurance, 2 drivers." Need: vehicles (year/make/model), drivers, current coverage, move date, new address; secure upload link; Tue 10 or Wed 3.
What to expect: Expect a welcome line about the move, a short checklist, a sentence directing sensitive details to the secure link, and two call times, with no price or savings claim.
Check before you send:
- Facts: the checklist matches what your carriers actually ask.
- Numbers: call times right.
- Names: agency name and the secure link are right.
- Tone: quick and helpful; no "we'll beat your rate".
Privacy rule: Use the lead's first name only; never paste their contact details, license numbers or birth dates into the chat.
How many hours would they give back?
Fill in at least one workflow.
Rules to know before you post or send
Check your state insurance department's rules. Each state regulates insurance advertising, how agents describe and compare policies, and what agents may give in return for referrals. Those rules differ by state, so this page doesn't summarize them; the NAIC's insurance department directory links to every state's regulator (NAIC directory). Your carriers may also require approval of marketing pieces that name them. The coverage, comparison and referral workflows each carry that reminder.
Three habits keep AI drafts on the safe side: the client summary states that the policy, including its exclusions and conditions, decides what is covered; claim messages describe steps and the carrier's contact, never the outcome; and premium changes cite only the reasons on the carrier's notice. For reviews, the FTC's Consumer Reviews and Testimonials Rule bars fake reviews and review suppression (FTC rule Q&A); the reply workflow never confirms that the reviewer is a client.
What stays out of the chat
Whatever the workflow, don't paste Social Security numbers, ITINs, driver's license or passport numbers, or photos of IDs; bank, card or loan account numbers and routing numbers; health information about a named person: diagnoses, medications, allergies, disability details; passwords and door, lockbox, alarm or gate codes; signed contracts, leases or applications with personal details still on them; anything a client told you in confidence. Use first names or roles, type only the facts a draft needs, and set your AI tool's chat history and training options to the most private choice it offers. The FTC's guide for businesses puts it as take stock, scale down, lock it, pitch it and plan ahead (FTC). If staff use AI tools too, the Small Business AI Use Policy Kit puts these rules in a written policy. The free AI tool risk check shows how much business data is going into AI tools now.
All 13 workflows in the kit
- Renewal premium change email with a review offer
- Plain-English coverage summary from your notes
- New quote request reply with a secure-intake checklist
- After-a-loss first steps message
- Side-by-side quote comparison
- Annual account review invitation
- Payment-due courtesy reminder (not a cancellation notice)
- Certificate of insurance request reply for business clients
- Claim status update to the client
- Seasonal risk tips newsletter
- Referral thank-you note
- Replies to online reviews
- Review request to every client
Each comes with the same five parts as the samples above. Related: Solopreneur CRM Lead Desk · Client Email Template Library. Other trades: real estate agents · contractors and home service pros · salons and beauty pros · restaurants and food vendors · landlords and property managers · freelancers and creatives · auto repair shops · fitness studios and personal trainers · retail shops and boutiques · home care agencies · nonprofits. Or start at the AI workflows hub.
Sources
- NAIC: Insurance departments (find your state's regulator)
- FTC: The Consumer Reviews and Testimonials Rule, questions and answers
- FTC: Protecting personal information, a guide for business
General information checked November 2026 against the official sources above, not legal advice. Check your state and local rules. No AI product or vendor is recommended; the workflows work in any chat assistant. The calculator runs in your browser, and nothing you enter is sent or saved.
Common questions
Can I use AI to explain a client's coverage?
As a drafting aid for a summary, yes, if you type the coverages and limits from the declarations page yourself and the summary says the policy controls. Don't upload policy documents, and don't let the draft say whether a specific loss is covered. Check your state insurance department's rules on how coverage may be described.
Where do I find my state's insurance advertising rules?
Your state insurance department publishes them. The NAIC's insurance department directory lists every state's regulator. Your carriers may have their own approval process for marketing that names them.
Can I thank clients for referrals with a gift card?
Rules on gifts and inducements for referrals vary by state, so check your state insurance department's rules before offering anything of value. The referral workflow writes a thank-you note with no gift or reward language.
What client information should never go into an AI chat?
Policy and claim numbers, driver's license numbers, dates of birth, Social Security numbers, medical and underwriting information, payment details and full policy documents. Use first names and policy types, and collect sensitive details through your secure channel.
How do I answer a renewal increase without guessing?
Use only the reasons stated on the carrier's renewal notice, show the dollar and percentage change you computed yourself, and offer a review. Don't promise that a higher deductible or another carrier will lower the premium; quote it and let the numbers speak.