AI prompt to explain a rate increase at renewal (with empathy)
A renewal increase with no explanation is a common reason clients start shopping. A short, empathetic note that explains industry-wide factors in general terms and offers a review keeps the conversation with you. This prompt drafts it.
Below is a ready-to-copy prompt to explain a rate increase at renewal, a detailed version that asks you clarifying questions first, and 2 specialized AI tools (GoHighLevel and HubSpot) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.
The prompt
Write an empathetic email explaining that a client's renewal premium increased due to industry-wide factors (repair costs, weather losses), and offering a review of discounts and deductible options. No promises of savings.
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 (the line of business, your relationship with the client, and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team. Task: Write an empathetic email explaining that a client's renewal premium increased due to industry-wide factors (repair costs, weather losses), and offering a review of discounts and deductible options. No promises of savings.
What a good result looks like
A good message acknowledges the increase directly, explains the general reasons in plain language (for example higher repair costs or weather-related losses across the industry), and moves quickly to what you can do: review discounts, deductibles and coverage options together. It should sound like it came from a person who cares, not a form letter.
Common mistakes and watch-outs
Don't blame the client, the carrier or 'the government', and don't promise that a review will lower the premium. Avoid specific percentages or reasons unless you have confirmed them for this policy. If the client is likely to shop, offering a review is better than defending the price. Check the actual renewal details before sending.
How to adapt the prompt
Tell the AI the line of business and any change you know about (a claim, a new driver, a rating change in your area) so the explanation fits. For long-time clients, ask for a warmer, more personal tone. You can also ask for a short phone script with the same points for clients you'd rather call.
Subject: About your upcoming renewal Hi [First Name], Your [Policy Type] renewal on [Renewal Date] shows a higher premium than last year. I know that's not welcome news. Many insurers are adjusting prices because repair and rebuilding costs and weather-related losses have gone up across the industry. I'd like to review your policy with you to make sure you're getting every discount you qualify for and to look at deductible or coverage options. Could we set up 15 minutes before [Date]? [Booking Link] [Agent Name], [Agency Name]
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.
- Add your details. Add the details for your situation (line of business, audience, tone). Keep it de-identified; never paste client personal information.
- Run it in the right tool. Paste it into ChatGPT, Claude, Gemini or Copilot, or use GoHighLevel and HubSpot as described below.
- Review before you use it. Don't promise savings or specific rates. Check every fact, name and number yourself.
- Take the next step. Next, see: Write renewal reminder messages.
Best AI tools for this task
Specialized tools first, ordered by fit for this task (never by payout), then any general AI assistant.
GoHighLevel site ↗ Affiliate link
All-in-one sales and marketing automation platform (CRM, SMS/email follow-up, funnels).
Suggested from the related task Write renewal reminder messages.
Build a 3-step renewal reminder workflow (email at 30 days, SMS at 14 days, email at 3 days) using placeholders for name and renewal date.
HubSpot site ↗
CRM and marketing platform with AI features.
Suggested from the related task Write renewal reminder messages.
Create a renewal follow-up sequence: email at 30 days before renewal, task to call at 14 days, using contact property tokens for name and renewal date.
Any AI assistant
ChatGPT Claude Google Gemini Microsoft Copilot
Paste the prompt above (short or detailed) into any of these.
Before you use it
- Don't promise savings or specific rates.
- Check the client's actual policy and account details in your system before you send anything.
- 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.
Related tasks
More: All renewal and retention prompts · All AI prompts · CRM & Follow-up tools