Why renewals slip
Most carriers send renewal offers weeks before expiration, and many personal lines policies renew automatically. The risk is not the renewal itself. It is a premium jump nobody noticed, a commercial account whose payroll doubled, or a lienholder that changed six months ago and never made it onto the policy. Those are the calls that end in an unhappy client or an E&O notice.
Renewal prep is mostly structured checking and gathering. That is work an assistant can do every week without fail, leaving the judgment calls to your licensed staff.
A typical weekly renewal 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; set the window that suits your book.
- Download and compare. When renewal documents are available, record the expiring and renewal premium and the percentage change. Flag anything over the threshold you set.
- Check for changes. Compare named insureds, addresses, vehicles, drivers, locations, mortgagees and lienholders against what the client has told you since the last term.
- Gather what remarketing needs. For accounts a producer marks for remarketing, request current loss runs, updated exposures (payroll, revenue, vehicle schedules, square footage) and renewal applications.
- Hand over. Put a short summary in the AMS activity for each flagged account and assign it to the producer.
What stays 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
What your agency provides
- A named AMS login with access to the books and reports involved.
- Carrier portal logins where your carrier agreements allow additional users.
- Your renewal thresholds: what percentage change, which lines and which account sizes get flagged.
- Approved email templates for reminders and document requests.
How to tell it is working
Track a few things for the first quarter: how many renewals reached the producer with a summary before the offer date, how many loss run requests were outstanding at expiration, and how many changes were found during prep instead of after a claim. Those numbers belong to your agency, and they tell you more than any general claim would.
Questions
Can the assistant send renewal offers to clients?
They can send an agency-approved message with documents attached, if your agency and state treat that as clerical. Anything that explains coverage, compares options or recommends action 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 at once. Response options are a licensed decision.
Send us your renewal volume, lines of business and AMS, and we will outline a weekly prep routine.
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