Stop 3 of 8 · Weekly
The renewal cycle
The sixty day export sorted by risk of leaving, outreach that matches the risk, a written re-market rule, and the notes back in the system the same day.
The list is not the job
Every agency has the sixty day renewal report and everybody prints it. The report tells Ramy which policies expire. It does not tell him which clients are about to shop, and those are two different lists.
The account that leaves is usually the quiet one: a decent increase, no claim, no contact in two years, and a mailer from a direct writer on the kitchen table. The account that expires on Friday with a five percent increase and a service call last month is fine. Sorting by risk of leaving instead of by date is the whole change, and it takes one prompt on an export you already produce.
What goes in the export
Pull it from the management system as a CSV: policy type, carrier, expiring premium, renewal premium, years with the agency, last claim date, last contact date. Strip the names and the addresses; a row number and a ZIP are enough to work with, and the export is a table Ramy will paste back into.
| Signal | Why it moves the score |
|---|---|
| Renewal increase over ten percent | The number that starts a search |
| No contact in eighteen months | Nobody to call before they shop |
| Multi-policy or years with agency | Pulls the score back down |
Attached is my sixty day renewal export, redacted to row numbers. Inside the Agency Project, add three columns: risk of leaving as high, medium or low; the one sentence reason; and the action I should take. Sort high to low. Use the premium change, the years with the agency, the last contact date and whether the household has more than one policy. Do not invent a reason where the data does not support one. Give it back as a table I can paste into a spreadsheet.
For the high risk rows, draft the outreach email for each. Under 120 words. Name the increase plainly, say what I am doing about it, and ask for a fifteen minute review call with two time options. Do not state what the policy covers and do not promise a lower premium. If a renewal changed a coverage line, do not describe it: name it under "Verify against the policy form" for me to check before I send. For the medium rows, draft one short message I can send to all of them.
Help me write the agency rule for when we re-market an account instead of renewing as is. Ask me the questions you need first, one at a time. The output is under 150 words, in if-then form, so a producer can apply it without calling me.
Here are my rough notes from the renewal call: [paste your notes]. Write the account note in this order: what the client said about the increase, what we agreed, what I owe them and by when, and the re-market decision with the reason. Under 120 words, no coverage statements.