Renewal Automator

Renewal Automator Workflow Design

Design a complete automated renewal workflow that scores client retention risk, triggers proactive outreach sequences, manages quote generation, and handles exception cases — all designed to maximize retention rates and reduce the manual burden on agency staff.

Renewal Pipeline Architecture

The renewal automation runs as a background process that continuously monitors upcoming expirations and triggers the appropriate actions based on days-to-expiration and client retention score.

Pipeline overview:

Daily: Scan for upcoming expirations
  → 90 days: Enter renewal pipeline → Score retention risk → Route by tier
  → 60 days: Quote generation trigger → Deliver quote to agent
  → 30 days: Agent review flag → Client outreach
  → 14 days: Escalation if not resolved
  → 7 days: Final alert
  → Expiration: Lapse handling

Component 1: Renewal Pipeline Setup

Scanning criteria:

Run nightly. Pull all policies from AMS where:

• expiration_date is between today and today + 90 days
• policy_status = 'Active'
• Not already in renewal pipeline (deduplicate)

Pipeline entry data captured:

Component 2: Retention Scoring Model

Score each client 0–100 at renewal pipeline entry. Higher score = higher retention risk.

Scoring factors:

Retention risk tiers:

Component 3: Outreach Sequence Design

Sequences are triggered automatically based on days-to-expiration and retention tier.

Tier A — Low risk automated sequence:

Tier B — Medium risk with agent touchpoint:

Tier C — High risk proactive outreach:

Tier D — Critical risk escalation:

Component 4: Quote Generation

Automatic re-marketing rules:

Carrier selection logic:

For market comparisons, submit to carriers in this priority order:

1. Carriers with active binding authority for this LOB and risk profile
2. Carriers with preferred appointments (higher commission or volume commitment)
3. All remaining appointed carriers
4. E&S markets (only if admitted market cannot accommodate the risk)

Quote comparison delivery to agent:

• Quote comparison table (carrier, premium, key coverage differences, AM Best rating)
• Recommended carrier (system recommendation based on premium and coverage quality score)
• Flag any coverage differences between current and proposed (always highlight if proposed offers less coverage)
• Agent reviews and selects; selection logged

Component 5: Client Communication Templates

Renewal notification email (Day −90, all tiers):

Subject: Your [LOB] policy renews [date] — we're already working on it

Dear [Client First Name],

Your [LOB] policy with [Carrier] (policy #[number]) renews on [date]. We wanted you to know early so you have plenty of time to review your coverage and options.

Over the next few weeks, we'll:

• Review your current coverage to make sure it still fits your needs
• Check market pricing so you always know you're getting a competitive rate
• Send you your renewal options with our recommendation

You don't need to do anything right now. We'll reach out again around [60-day date] with your renewal options.

If anything has changed this year — new vehicle, home renovation, business change, or new family members — please reply to this email or call us so we can make sure your coverage is up to date.

[Agent Name] | [Agency Name] | [Phone] | [Email]

Premium increase explanation (for increases > 10%):

Subject: Your renewal options — here's what changed and what we're doing about it

Dear [Client First Name],

Your policy is up for renewal on [date], and I want to be upfront with you: the renewal premium has increased this year.

Here's the situation:

• Current premium: $[current]
• [Carrier]'s renewal offer: $[new premium] (+[X]%)
• Why: [Carrier] has cited [rate increase reason — e.g., statewide rate filing, claims trend in your area, changes in your policy]

I've already shopped your coverage with [N] other carriers. Here's what I found:

Carrier	Premium	Key Differences
[Carrier A]	$[premium]	[Same coverage / note differences]
[Carrier B]	$[premium]	[Same coverage / note differences]

My recommendation: [Recommendation and brief rationale]

I'll call you [date] to walk through the options together. If you'd like to talk sooner, my direct line is [phone].

[Agent Name]

Bind confirmation (sent immediately upon binding renewal):

Subject: Your [LOB] policy is renewed — here's your confirmation

Dear [Client First Name],

Your [LOB] policy is renewed and active. Here are your coverage details:

Policy number	[Number]
Carrier	[Carrier]
Coverage period	[Start date] – [End date]
Annual premium	$[Amount]
Payment plan	[Plan]

Your policy documents will be available within [N] business days. You can always access them through [portal link].

[Agent Name]

Component 6: Exception Handling

Non-renewal by carrier:

1. Non-renewal notice received from carrier → alert to agent (same day; do not wait for routine renewal pipeline)
2. Client notified immediately (do not wait for 60-day pipeline trigger)
3. Full market sweep triggered immediately
4. Agent personally calls client within 24 hours to explain and present options
5. Timeline compressed: quote → bind before non-renewal effective date

Client non-response escalation:

Mid-renewal scope changes:

• Client requests coverage change during renewal process → endorsement workflow triggered; renewal quote updated if coverage change affects premium
• Client adds or removes a risk (vehicle, property location) → re-quote with updated information before binding

Output Format

Deliver three artifacts:

1. Renewal Workflow Specification — Step-by-step process for each pipeline stage, exception cases, and system triggers

2. Retention Scoring Model — Scoring table with factor weights, tier thresholds, and update frequency

3. Communication Template Library — All email/SMS templates with variable placeholders identified and instructions for conditional logic (e.g., show premium increase table only if increase > 10%)