Your next client letter, written from the facts of the policy.
Forty-six templates for independent agencies, from prospect outreach to renewal to the claims desk. You fill in the client, the policy, the numbers, and what needs a look. Your AI writes the letter in the order a policyholder reads it, with nothing promised that the policy language does not say. About four minutes, start to send.
Works with ChatGPT · Claude · Gemini · whichever AI your agency already pays for
$10 each seat after
If you typed one of these between a renewal call and a claim, this is the page.
- what to send a client after their annual policy reviewAnnual Policy Review Summary
- how to follow up on an insurance quote without being pushyPolicy Quote Follow-Up
- how to update a client on where their claim standsClaims Status Update
- renewal reminder email that turns into a coverage reviewPolicy Renewal Reminder
- how to explain a claim denial to a client without making it worseClaims Denial Explanation Letter
- how to bring up an umbrella policy with an existing clientCross-Sell / Upsell Script
- what do I say to a client who just bought a houseLife Event Triggered Outreach
- how to ask a happy client for a Google reviewGoogle Review Request Email
- 90-day ramp plan for a new producerNew Producer 90-Day Ramp Plan
Nine of forty-six. Prospecting, quotes, renewals, cross-sell, claims, reputation, and the producer desk, front office to owner.
What the CSR types in. What goes out to the policyholder.
Made the way your service desk would make them: the policy, the limits, and the adjuster note in the blanks, run once on the AI, not edited. The households and carriers are invented. The letters are not.
An annual policy review summary a household can act on
Policies Reviewed
| Policy | Carrier / Form | Limits & Deductibles |
|---|---|---|
| Homeowners (HO-3) | Brookline Mutual | Dwelling $385,000, $1,500 deductible |
| Auto, 2019 Honda Pilot | Liability 100/300/50; Collision $500; Comprehensive $250 | |
| Term Life (Employer) | Marcus's employer | $500,000 (non-transferable) |
Gaps We Identified
- Dwelling Coverage Shortfall: Current limit ($385k) is $60k below the rebuilt cost after renovations.
- No Water-Backup Endorsement: The policy does not cover sump pump or basement flooding.
- Absence of Personal Umbrella: No excess liability protection, especially important with a teen driver joining the auto roster.
- Insufficient Life Coverage for Dana: Dana has no individual life insurance; Marcus's employer term ends if he changes jobs.
Recommended Changes
Homeowners: Increase dwelling limit to $445,000 and add a water-backup/sump-pump endorsement. Life Insurance: Quote a 20-year, $400,000 term life for Dana (to protect her income from the bookkeeping business). Quote a standalone 20-year, $500,000 term life for Marcus independent of his employer.
Plus What's Working Well up front, the life-changes section, a five-item action checklist, the next review date, and the closing line that the policy language governs. Seven sections, in the order a client reads them.
The follow-up on a $4,000 bundle quote that went quiet
Subject line options
- Your Auto + Home Bundle Quote: Quick Recap & Next Steps
- Savings & Simplicity: Review of Your August 14 Bundle Proposal
Quote at a glance
| Home, $2,500 deductible, replacement cost on contents | $2,140 / yr |
| Auto, both cars, 250/500/100, $500 collision | $1,860 / yr |
| Bundled total, roughly $310 less than today | $4,000 / yr |
The objections, answered
I understand you've been with your auto carrier for 11 years and value that relationship. If the $2,500 home deductible feels high, we can explore options that still protect your belongings. And while November's renewal is a natural checkpoint, reviewing now lets us lock in today's savings.
Could we schedule a brief follow-up meeting next week to address any questions?
Plus the no-guilt opening, the one-paragraph case for working with a local agency over a call center, and the signature block. Under 175 words, the way a quote follow-up should be.
A water-loss claim update that keeps the client calm and moving
Where the claim stands
The carrier's adjuster, Lena Marsh, finished the on-site inspection on August 19 and confirmed that the loss originated from the failed water heater in your utility room. We have received the dry-out invoice from the mitigation company and are reviewing it. Lena is now preparing the written estimate for the flooring and drywall repairs.
What's next
Once Lena's estimate is completed, she will send a copy to you and to us. We'll compare that estimate with the bid you received from Halvorsen Restoration. If the numbers align reasonably, the insurer will issue the first payment based on actual cash value. The remaining (recoverable depreciation) will be paid after repairs are finished and the final invoice is submitted.
What we need from you
Please send us the signed Halvorsen Restoration bid and two or three photos of the utility room after the dry-out so we can attach them to your file. No other information is required at this time.
We're on top of this and will keep you informed every step of the way.Tom Reyes, Reyes & Cole Insurance
Plus the greeting with the claim number and type, the 10-business-day timeline stated plainly, and direct contact info. Six parts, no jargon, under 175 words.
Three steps. No prompt writing, no coverage promises.
Pick the letter
Review summary, quote follow-up, claims update, renewal reminder, denial explanation, review request. Search it the way you would say it to your CSR.
Fill in the policy facts
Six to nine blanks: the named insured, the carrier and form, the limits and deductibles, the effective date, what needs a look. Chips for the common answers, your own words for the rest.
Send it to your AI
Ultra Prompt builds the expert prompt and hands it to ChatGPT, Claude, or Gemini. The letter comes back in the order a policyholder reads it, with the coverage-check line at the bottom and nothing promised that the policy language does not say.
Templates handle the letter. An agent handles the desk.
The same facts you type into a template can live inside an AI agent that knows your agency, your carriers, your service standards, and your E&O language, so the next renewal note, the next claims update, and the next follow-up start from your rules instead of from a blank chat. Three agents an independent agency actually needs:
The Renewal Desk
Carries your carrier list, your renewal-notice wording, and your review-call pitch. Paste the client, the policy, and the rate change; it drafts the reminder that asks for the review call and never promises coverage.
Runs in Claude Projects, a Custom GPT, or a local modelThe Claims Liaison
Holds your claims workflow, your first-contact standard, and your plain-English phrasing. Give it the adjuster's note; it writes the client update, the what-we-need list, and the follow-up date.
Runs in your phone, through the AI you already useThe Quote Follow-Up Writer
Knows your objection answers, your bundle math, and your cadence. Paste the quote and the prospect's hesitation; it drafts the next touch in your voice and tells you when to stop.
Runs in Gemini, ChatGPT, or ClaudeMae, the agency service desk, is being built.
Mae is in the build lane now and goes through the same certification every showroom agent passes before the door opens. Meanwhile, the live agents are open to everyone.
See the showroomBuild your own Renewal Desk in an afternoon.
Agent Studio is in every Pro and Business seat. Describe the desk: an agent that knows your carriers, your renewal-notice wording, and your rule that coverage questions go to a review call, never into writing. Paste in the policyholder, the expiring policy, and the rate change; back comes the renewal reminder in your voice, the review-call ask, and the coverage-check line at the bottom. Export it as a Claude Project, a Custom GPT, a Gemini Gem, Copilot, or a local model on the office machine. It runs on the AI your agency already has. Nothing to host.
Open Agent StudioOr have it built around your book.
A custom build is one conversation about your agency and the five letters you write most, then an agent brief written for your office, exported to the AI you use, and a walkthrough with your team. From $450, one time, on your own account.
Ask about a custom buildFiles are yours to keep. The library, updates, and support ride the subscription.
Two ways in. Both honest.
The whole Insurance library, every other industry library, and full Personal Pro for each seat. Add producers or CSRs at $10 a seat, up to 15. One invoice.
- The whole Insurance library, plus all ten industry libraries
- Full Personal Pro on every seat: 1,000+ templates for the rest of life
- Agent Studio, Power Creator, Pipelines and Playbooks
- $10 a seat after the first, up to 15, one invoice
No account needed to look. Ready now? Subscribe and open the full library. Cancel anytime.
Your letters, your carriers, your voice: a set built for one agency, delivered in a sitting, that your whole office uses on your own account. Tell us the lines you write and the five documents you send most.
Talk to SeanThe questions agency owners and their CSRs ask first.
Do I need ChatGPT or Claude to use this?
Yes, one of them, and the free tier of any of them works. Ultra Prompt builds the prompt and sends you there with it. You never paste anything by hand unless you want to.
Will it promise coverage or interpret the policy?
It is built not to. Every insurance template ends with the coverage-check line: the policy language governs, and the agent verifies before it reaches a client. The output is a draft for a licensed agent to review, not a coverage determination.
Is this E&O-safe?
Safer than a blank chat, not a substitute for your file. The templates ask for the documented facts and route coverage questions to a review call instead of answering them in writing. You still read what you send; it is your name on it.
How is this different from just asking ChatGPT?
You can ask ChatGPT for a renewal email and get a generic one. These templates ask for the policy number, the rate change, the exclusion, the adjuster's next step, the things a policyholder will call about later. The difference is what they make you say.
Can my CSRs and producers use it too?
Yes. Business seats are $10 each after the first, up to 15, on one invoice. Everyone gets the full library and Agent Studio.
What if I only need three letters, done my way?
That is the custom build. One conversation about your agency and the letters you write most, and you get a set built for your office on your own account. From $450, one time.