Renewal Solicitation Emails

Email Types

30-day Contact

60-day Contact

2nd Contact (90 or 60 days before renewal)

Initial Renewal Solicitation (120 or 90 days before renewal)

Quote on Expiring

Closing Email (occurrence)

Closing Email (ERP)

Renewal Solicitation Email Templates

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Email Types

30-day Contact

60-day Contact

2nd Contact (90 or 60 days before renewal)

Initial Renewal Solicitation (120 or 90 days before renewal)

Quote on Expiring

Closing Email (occurrence)

Closing Email (ERP)

Closing Email (ERP)

[agent name] – The policy for the above referenced insured expires [expiration date] at 12:01 AM standard time. This [coverage type] policy was written on a Claims-Made basis. Upon expiration of the policy, the insured will have no recourse for claims if they do not renew coverage or purchase an Extended Reporting Period. Please refer to the terms and conditions in the policy for additional information about the automatic (if applicable) and extended reporting periods. Please also advise if the insured is interested in pricing for the ERP. Please note, should the insured choose to again purchase [coverage type] in the future, they will have a retroactive date of policy inception. The current retroactive date of [retroactive date] is dependent on continuous coverage; therefore it will not be available after a gap in coverage. Please let me know if you have any questions.

Closing Email (ERP)

[agent name] – The policy for the above referenced insured expires [expiration date] at 12:01 AM standard time. This [coverage type] policy was written on a Claims-Made basis. Upon expiration of the policy, the insured will have no recourse for claims if they do not renew coverage or purchase an Extended Reporting Period. Please refer to the terms and conditions in the policy for additional information about the automatic (if applicable) and extended reporting periods. Please also advise if the insured is interested in pricing for the ERP. Please note, should the insured choose to again purchase [coverage type] in the future, they will have a retroactive date of policy inception. The current retroactive date of [retroactive date] is dependent on continuous coverage; therefore it will not be available after a gap in coverage. Please let me know if you have any questions.

30-day Contact

– [agent name] – Any updates for me on this renewal now that we’re at the 30-day mark?

60-day Contact

– [agent name] – Just wanted to touch base with you on the renewal application for the above insured now that we’re a bit closer to the expiration date. Please let me know the status at your earliest. Thanks!

30-day Contact

– [agent name] – Any updates for me on this renewal now that we’re at the 30-day mark?

60-day Contact

– [agent name] – Just wanted to touch base with you on the renewal application for the above insured now that we’re a bit closer to the expiration date. Please let me know the status at your earliest. Thanks!

Closing Email (occurrence)

[agent name] – The policy(ies) for the above insured has(ve) now expired. I will be closing the file accordingly. Please let me know if you ever received any additional feedback from the insured on this coverage or if you need anything additional. Thanks.

Quote on Expiring

– [agent name] – I’m going to send the expiring app(s) to [carrier] so we have preliminary figures for the insured; please let me know if you’ve gotten anywhere on the renewal app(s) since I last checked in. Thanks!

Closing Email (occurrence)

[agent name] – The policy(ies) for the above insured has(ve) now expired. I will be closing the file accordingly. Please let me know if you ever received any additional feedback from the insured on this coverage or if you need anything additional. Thanks.

– [agent name] – Could you please confirm you received the below email with the renewal solicitation and [carrier] app? Please feel free to give me a call to discuss the renewal. Thanks.

2nd Contact

Hi [agent name]! The renewal for the above referenced insured is coming up on [expiration date] and I wanted to drop you a line advising that I will be handling the renewal for you this year. Attached is the [carrier] application for the insured to complete. Please return this completed app along with the following additional items:

• Completed Acord applications (whatever lines of business we are quoting)
• Financial Statement from the most recent fiscal year-end
• 5-years of currently valued loss runs (whatever lines we are quoting, non-UCPM years and underlying Auto and WC if renewal includes XS)
• Drivers List in Excel (if available) (if we write Auto or TPL)
• Vehicle Schedule in Excel (if available) (if we write Auto, TPL, or XS over Auto)
• Current Statement of Values (if we write Site)

• Updated environmental testing reports (if applicable) (if we write Site)

Please send the info my way once it arrives, or give me a call if there are any questions or renewal marketing issues to talk about up front here. Do you know if the insured is shopping this coverage this year? Will your office be sending elsewhere? Please note UCPM can/will send to additional markets for alternate terms. Let me know if you have any questions or if you need anything else to get going on this one. Thanks!

Initial Renewal Solicitation

Quote on Expiring

– [agent name] – I’m going to send the expiring app(s) to [carrier] so we have preliminary figures for the insured; please let me know if you’ve gotten anywhere on the renewal app(s) since I last checked in. Thanks!

– [agent name] – Could you please confirm you received the below email with the renewal solicitation and [carrier] app? Please feel free to give me a call to discuss the renewal. Thanks.

2nd Contact

Hi [agent name]! The renewal for the above referenced insured is coming up on [expiration date] and I wanted to drop you a line advising that I will be handling the renewal for you this year. Attached is the [carrier] application for the insured to complete. Please return this completed app along with the following additional items:

• Completed Acord applications (whatever lines of business we are quoting)
• Financial Statement from the most recent fiscal year-end
• 5-years of currently valued loss runs (whatever lines we are quoting, non-UCPM years and underlying Auto and WC if renewal includes XS)
• Drivers List in Excel (if available) (if we write Auto or TPL)
• Vehicle Schedule in Excel (if available) (if we write Auto, TPL, or XS over Auto)
• Current Statement of Values (if we write Site)

• Updated environmental testing reports (if applicable) (if we write Site)

Please send the info my way once it arrives, or give me a call if there are any questions or renewal marketing issues to talk about up front here. Do you know if the insured is shopping this coverage this year? Will your office be sending elsewhere? Please note UCPM can/will send to additional markets for alternate terms. Let me know if you have any questions or if you need anything else to get going on this one. Thanks!

Initial Renewal Solicitation