AI prompt to pull data out of insurance forms and documents

Retyping coverages from declarations pages and forms is slow and error-prone. AI can turn the text into a clean table in seconds, but it can also misread numbers, so ask it to flag anything uncertain and check every figure against the source.

Below is a ready-to-copy prompt to pull data out of forms and documents, a detailed version that asks you clarifying questions first, and 2 specialized AI tools (Docsumo and Bold Penguin) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.

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The prompt

From this de-identified declarations page text, list the coverages, limits, deductibles, and effective dates in a table. Text: [paste]

Detailed version (asks clarifying questions first)

Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (your goal, the format you want and the tools you already use). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: From this de-identified declarations page text, list the coverages, limits, deductibles, and effective dates in a table. Text: [paste]

What a good result looks like

A good extraction turns the declarations text into a clean table with one row per coverage: limit, deductible and effective dates, using the exact wording from the document. It should mark anything it couldn't read clearly instead of guessing, so you know exactly what to double-check.

Common mistakes and watch-outs

AI can misread numbers, especially from scanned or OCR text, and may 'fill in' missing values. Always ask it to flag uncertain fields, then verify every figure against the original before using it in a quote, proposal or AMS. Remove names, addresses and policy numbers before pasting into a general AI tool.

How to adapt the prompt

Ask for the format you need: a CSV you can import, a renewal comparison against last year's dec page, or a checklist of missing information. For ACORD forms and high volumes, a document AI tool such as Docsumo can extract fields directly. For commercial accounts, add exposure fields such as payroll or vehicle count.

EXAMPLE output (placeholder data, not a real client)

Extracted coverages (verify against source)

| Coverage | Limit | Deductible | Effective |
| Dwelling | [Amount] | [Amount] | [MM/DD/YYYY] |
| Other structures | [Amount] | - | [MM/DD/YYYY] |
| Personal property | [Amount] | - | [MM/DD/YYYY] |
| Personal liability | [Amount] | - | [MM/DD/YYYY] |

Uncertain fields:
- Wind/hail deductible: text unclear ("1%" or "2%"?). Please check the original.

How to use it

Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
Fill in the placeholders. Replace [paste] with your own details. Use placeholders or de-identified details; never paste client personal information.
Run it in the right tool. Paste it into ChatGPT, Claude, Gemini or Copilot, or use Docsumo and Bold Penguin as described below.
Review before you use it. Double-check numbers and extracted data against the source document. Check every fact, name and number yourself.
Take the next step. Next, see: Prepare a commercial submission.

Best AI tools for this task

Specialized tools first, ordered by fit for this task (never by payout), then any general AI assistant.

Docsumo site ↗

AI document extraction for forms such as ACORD forms and bank statements.

How to use it

Upload ACORD forms to Docsumo and let it extract fields so you skip manual data entry.

Bold Penguin site ↗

Commercial submission platform; states its DeX AI reads, prices and routes submissions to markets.

Suggested from the related task Prepare a commercial submission.

How to use it

Send the commercial submission through Bold Penguin to be matched with markets.

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

Paste the prompt above (short or detailed) into any of these.

Before you use it

Double-check numbers and extracted data against the source document.
Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
Review every AI output for accuracy and compliance before you use it.

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