AI prompt to summarize monthly agency numbers

Email, data entry, reports and planning take up a large share of an agent's week. AI can draft, summarize and organize that work, and specialized tools can pull data from documents and keep client records tidy.

Below is a ready-to-copy prompt to summarize monthly agency numbers, a detailed version that asks you clarifying questions first, and tips for using it. It works in any AI assistant: ChatGPT, Claude, Gemini or Copilot.

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The prompt

From these de-identified monthly totals (new business, renewals, cancellations, premium), write a one-page summary with trends and 3 action items. Data: [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 these de-identified monthly totals (new business, renewals, cancellations, premium), write a one-page summary with trends and 3 action items. Data: [paste]

What a good result looks like

A good summary turns your totals into a short story: what went up, what went down, the likely reasons you know about, and three practical action items. It should be easy for an owner or team to read in two minutes.

Common mistakes and watch-outs

The AI will happily invent explanations for trends; only include reasons you know are true. Check every number it repeats against your report, and paste only de-identified totals, never client lists.

How to adapt the prompt

Add the measures you care about (retention, policies per household, quotes started) and last month's numbers for comparison. Ask for a slide-ready version or a short note for producers.

EXAMPLE output (placeholder data, not a real client)

Monthly summary - [Month]

New business: [Number] policies, up from [Number] last month.
Renewals: [Number] processed; [Number] cancellations.
Premium: [Amount] written.

Trends:
- Cancellations rose; several were homeowners clients who mentioned price.

Action items:
1. Call homeowners renewing next month before their renewal date.
2. Ask every new client for a review.
3. Follow up on [Number] open quotes.

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 any AI assistant: ChatGPT, Claude, Gemini or Copilot.
Review before you use it. Use aggregated numbers, not individual client records, when you analyze results with AI. Check every fact, name and number yourself.
Take the next step. Next, see: Analyze retention and lapse rates.

Which AI tool to use

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

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

Before you use it

Use aggregated numbers, not individual client records, when you analyze results with AI.
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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