An agent for policies that are about to renew. It tracks every renewal date, sends the notices your process requires in approved wording, collects changes in the customer's circumstances and routes anything that needs advice to licensed staff.

Renewals are the steadiest part of an insurer's or broker's income, and they are run on a spreadsheet and a mail merge. Notices go out late or to an old address. The customer's circumstances changed during the year and nobody asked. A policy lapses by accident, and the customer finds out when they claim. Others renew at a price they would have questioned, had anyone given them the chance.

This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the consent screening, approved wording and reply handling from our outreach preparation demonstration, and the date tracking planned for our contract agents. Policy data, renewal documents and connection to a policy system are not built.

02Workflow

One Case, Start to Finish

An example of one case, in 6 steps. The same steps play in the picture at the top of this page.

Lead time reached

A motor policy renews in six weeks.

Notice sent

The approved renewal notice and documents go to the contact on record.

Changes asked

The customer is asked your standard questions about changes during the year.

Change reported

They reply that they have moved house. The change is passed to a licensed adviser.

Adviser acts

The adviser reviews the risk, speaks to the customer and issues updated terms.

Completed

Payment is confirmed, the policy renews in your system, and every step is on record.

03Policy renewal agent

Six jobs it carries through

Renewal calendar

Tracks every policy's dates.

Renewal and notice dates from the policy system
Your lead times
Policies with missing data flagged
Payment method on file

Works inPolicy system

Where it stopsDates are read from your records.

04Today

Where the Time Goes Now

Notices sent late

The customer has days, not weeks, to decide.

Old contact details

The renewal goes to an address they left.

Circumstances never checked

The risk changed and the policy did not.

Lapsed by accident

A failed payment ends the cover and nobody notices.

Advice by template

A standard letter recommends a product to everyone.

No record of what was sent

A dispute arises, and the notice cannot be found.

→Request a quote

What We Need to Scope This

The process as it runs today, in a few lines.
The systems it touches, for example policy system, documents, billing, customer channels.
Rough monthly volume, and who approves what.

Request a quote Book a 30-minute callA quote starts from a written scope, so that the figure means something.

05Integration scope

What It Reads and Writes

The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.

Policy system

Your policy administration or broker system

Documents

Approved renewal notices and schedules

Billing

Payment methods and status

Customer channels

Email
SMS
WhatsApp
post

Licensed staff

Advisers and their queues

Compliance

Your notice periods and wording rules

06Operating boundaries

Approved Notices From the Agent, Advice From Licensed People

Insurance distribution is regulated. The agent sends the documents and wording your compliance team approved, at the times your rules set, and keeps the proof. It does not recommend cover, comment on suitability or quote a price of its own.

Anything that needs advice or a change to the policy goes to licensed staff with the customer's history. The agent cannot renew, amend or cancel a policy.

Dates from your policy system
Approved wording only
Proof of every notice
No advice or recommendations
Changes routed to licensed staff
No renewals or cancellations by the agent

07Questions

What Buyers Ask First

Does it advise customers on their cover?

No. Advice on insurance is a regulated activity carried out by licensed people. The agent sends approved notices, asks your standard questions and routes anything else to them.

How is this different from the renewal and retention agent?

That agent is for subscriptions and service contracts in general. Insurance renewal adds regulated documents, required notice periods, disclosure questions and a strict line around advice, which is why it is a separate agent.

How is this different from the insurance claims intake agent?

Renewal runs to a calendar and concerns the policy itself. Claims intake starts with a loss. A customer may meet both in the same year, and they share the same policy records.

What exists today?

Not as software yet. This page describes a proposed workflow. It would reuse the consent screening, approved wording and reply handling from our outreach preparation demonstration, and the date tracking planned for our contract agents. Policy data, renewal documents and connection to a policy system are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.

Start a project

List Last Quarter's Lapsed Policies

Mark the ones the customer did not intend. Each of those is a notice or a payment that went unnoticed.

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Response within 24 hoursFree consultation and scopingNDA available on request

AI Insurance Renewal Agent Development