Why policy renewals slip through
Most carriers send renewal offers weeks before expiration, and many personal lines policies renew on their own. The trouble comes from what nobody checked: a premium jump, a commercial account whose payroll doubled, a lienholder change from six months ago that never reached the policy. Those are the cases that end with an unhappy client or an E&O notice.
Most renewal prep is structured checking and gathering. An assistant can do it every week without skipping, and your licensed staff keep the judgment calls.
A weekly renewal prep workflow
- Pull the list. Run your AMS expiration report for the window you choose. Many agencies look 90 to 120 days out for commercial accounts and 30 to 60 days for personal lines. Pick what suits your book.
- Download and compare. Once renewal documents are available, record the expiring premium, the renewal premium and the percentage change. Flag anything over your threshold.
- Check for changes. Compare named insureds, addresses, vehicles, drivers, locations, mortgagees and lienholders with what the client has told you since the last term.
- Gather remarketing material. For accounts a producer marks for remarketing, request current loss runs, updated exposures (payroll, revenue, vehicle schedules, square footage) and renewal applications.
- Hand over. Write a short summary in the AMS activity for each flagged account and assign it to the producer.
Renewal tasks that stay with the producer
Assistant prepares
- Expiration and premium change reports
- Loss run and application requests
- Exposure and schedule updates in the file
- Agency-approved reminder emails
Licensed staff decide
- Whether to remarket and where
- Coverage review and recommendations
- Presenting alternative quotes
- Any conversation about limits or gaps
Changes found during prep often turn into change requests, which follow the routine on our endorsement processing page.
What your agency provides for renewal support
- A named AMS login with access to the books and reports involved.
- Carrier portal logins where your carrier agreements allow extra users.
- Your renewal thresholds: the percentage change, lines and account sizes that get flagged.
- Approved email templates for reminders and document requests.
How to measure renewal prep
For the first quarter, track three numbers: renewals that reached the producer with a summary before the offer date, loss run requests still outstanding at expiration, and changes caught during prep rather than after a claim. Those figures come from your own agency and tell you more than any general claim could. Clean renewal reports depend on clean records, which is the job described under AMS data entry and cleanup.
Renewal preparation questions
Can the assistant send renewal offers to clients?
They can send an agency-approved message with the documents attached, if your agency and state treat that as clerical. Anything that explains coverage, compares options or recommends what to do should come from a licensed person.
What about non-renewal notices from carriers?
The assistant logs them the day they arrive and assigns them to a producer straight away. How to respond is a licensed decision.
How far ahead should renewal prep start?
That is your call. Many agencies start 90 to 120 days out on commercial accounts and 30 to 60 days out on personal lines, then adjust once they see how long loss runs and exposure updates take to come back.
Send us your renewal volume, lines of business and AMS, and we will outline a weekly prep routine.
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