AI prompt to write standard operating procedures (SOPs)

An agency grows through its people. AI helps owners and managers write job ads, onboarding plans, training quizzes, SOPs and coaching plans faster, so new staff become productive sooner.

Below is a ready-to-copy prompt to write standard operating procedures (SOPs), 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

Write a step-by-step SOP for processing an auto policy change request (add vehicle), including checks, documentation, and when to escalate. Use placeholders for systems.

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 role, the person's experience level and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: Write a step-by-step SOP for processing an auto policy change request (add vehicle), including checks, documentation, and when to escalate. Use placeholders for systems.

What a good result looks like

A good SOP lists every step in order, including the checks people skip when busy: confirming the vehicle details, documenting the request, confirming the change with the client and knowing when to escalate. Someone new should be able to follow it without asking.

Common mistakes and watch-outs

Don't let the SOP state carrier-specific rules (such as when coverage starts for a new vehicle) unless you've confirmed them. Avoid real client examples, and make sure the SOP says who can bind or confirm coverage changes.

How to adapt the prompt

Use the same structure for other routine tasks: removing a driver, mortgagee changes, cancellations. Ask the AI to turn your rough notes or a recorded walkthrough into this format.

EXAMPLE output (placeholder data, not a real client)

SOP: Add a vehicle to an auto policy

1. Get from client: year, make, model, VIN, garaging address, lienholder.
2. Confirm who will drive it.
3. Enter the change in [AMS] and the carrier's system.
4. Confirm the effective date with the client in writing.
5. Send updated ID cards; send proof to lienholder if needed.
6. Note the activity in [AMS].

Escalate to [Account Manager] if: the vehicle is used for business, or the client asks about coverage before the change is processed.

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 any AI assistant: ChatGPT, Claude, Gemini or Copilot.
Review before you use it. Check every fact, name and number yourself.
Take the next step. Next, see: Build an internal knowledge base for staff.

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

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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