AI prompt to send policy documents or declarations

Fast, accurate answers to everyday requests keep clients loyal and free up staff time. AI helps write replies, scripts and templates, and chat or phone AI tools can handle routine requests around the clock.

Below is a ready-to-copy prompt to send policy documents or declarations, a detailed version that asks you clarifying questions first, and 2 specialized AI tools (Tidio and Intercom Fin) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.

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The prompt

Write a reply sending policy documents on request: what is attached, how to access documents online, and how to ask questions. Use placeholders like [First Name] and [Policy Type]; never include real client data; the carrier makes final decisions.

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 type of policy, whether it's an email, text or call, and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: Write a reply sending policy documents on request: what is attached, how to access documents online, and how to ask questions. Use placeholders like [First Name] and [Policy Type]; never include real client data; the carrier makes final decisions.

What a good result looks like

A good reply says exactly what's attached, how to find documents online any time, and how to ask questions, so the client doesn't need to call again.

Common mistakes and watch-outs

Send documents through a secure method if they contain personal information, and double-check you're sending the right client's documents to the right address. Chatbots such as Tidio or Intercom Fin can answer 'where are my documents' but shouldn't send files without verification.

How to adapt the prompt

Write versions for declarations pages, full policy forms and documents for a lender. Add your portal instructions.

EXAMPLE output (placeholder data, not a real client)

Subject: Your [Policy Type] documents

Hi [First Name],

As requested, attached are:
- Declarations page for [Policy Type], effective [Date]
- [Other Document]

You can also view your documents anytime at [Portal Link] or in the insurer's app: [App Name].

Questions about anything in them? Reply here or call [Phone].

[CSR 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.
Fill in the placeholders. Replace [First Name] and [Policy Type] 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 Tidio and Intercom Fin as described below.
Review before you use it. Check the client's actual policy and account details in your system before you send anything. Check every fact, name and number yourself.
Take the next step. Next, see: Pull data out of forms and documents.

Best AI tools for this task

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

Tidio site ↗

Website chat with the Lyro AI agent for answering questions and capturing leads.

How to use it

Add this answer to Tidio's Lyro AI agent so it can handle the question on your website.

Intercom Fin site ↗

AI customer service agent for chat, email and voice support.

How to use it

Add this answer to Fin's knowledge so it can resolve the question over chat or email.

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

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

Before you use it

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.

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