AI prompt to welcome / onboard a new client
Keeping a client is usually easier than finding a new one, and renewal is when clients shop around. AI helps agents reach out before renewal, explain changes clearly and spot clients who may be about to leave.
Below is a ready-to-copy prompt to welcome / onboard a new client, a detailed version that asks you clarifying questions first, and 7 specialized AI tools (GoHighLevel, HubSpot, AgencyBloc, Salesforce Financial Services Cloud, Wealthbox, Redtail CRM and Ushur) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.
The prompt
Write a welcome email for a new client: thank them, explain how to reach us, how to report a claim, and what to expect at renewal. Placeholders only, under 180 words.
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 a welcome email for a new client: thank them, explain how to reach us, how to report a claim, and what to expect at renewal. Placeholders only, under 180 words.
What a good result looks like
A good welcome email thanks the client, tells them how to reach you, explains how to report a claim (including the carrier's claims number) and sets expectations for renewal. It's warm and short, so the client actually reads it.
Common mistakes and watch-outs
Make sure the claims instructions are correct for the client's carrier, and don't restate coverage details that might be wrong; point to the policy documents instead. Include only contact methods you actually answer.
How to adapt the prompt
Add a portal or app link, your office hours and a referral ask if that fits your style. Ask for a short welcome text and a 30-day check-in email to follow it.
Subject: Welcome to [Agency Name]! Hi [First Name], Thank you for choosing us for your [Policy Type] insurance. Here's how we can help: - Questions or changes: call [Phone] or email [Email], [Office Hours] - Report a claim: call [Carrier Claims Line] anytime, then let us know - Your documents: [Portal Link] - Renewal: we'll reach out before [Renewal Month] to review your coverage We're glad you're here. [Agent 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, HubSpot and AgencyBloc as described below.
- Review before you use it. Don't assume what coverage someone needs; invite a review instead. Check every fact, name and number yourself.
- Take the next step. Next, see: Automate follow-ups in a CRM.
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 Automate follow-ups in a CRM.
Build the follow-up messages from this task as a GoHighLevel workflow with timed email and SMS steps.
HubSpot site ↗
CRM and marketing platform with AI features.
Suggested from the related task Automate follow-ups in a CRM.
Build these follow-ups as a HubSpot sequence (timed emails plus call tasks) and use Breeze Assistant (HubSpot's AI) to draft each message; review before enrolling contacts.
AgencyBloc site ↗
Agency management, commissions processing and quoting platform for life & health agencies.
Suggested from the related task Automate follow-ups in a CRM.
In AgencyBloc AMS+, build this cadence as a lead-nurturing Automated Workflow (timed emails, texts and agent tasks). Where your plan includes AgencyBloc Intelligence, its Voicemail Activity Generator suggests the next follow-up step from a client voicemail for you to review and confirm.
Salesforce Financial Services Cloud site ↗
Salesforce CRM for financial services and insurance with built-in AI.
Suggested from the related task Automate follow-ups in a CRM.
In Salesforce Financial Services Cloud, set up the cadence as an automated workflow and use Agentforce (if your edition includes it) to draft personalized follow-up emails and create follow-up tasks after meetings. Review AI drafts before they go out.
Wealthbox site ↗
CRM hub for financial professionals to collaborate on clients and automate busywork.
Suggested from the related task Automate follow-ups in a CRM.
Ask Wealthbox's AI Assistant to draft each follow-up email and create the follow-up tasks (it shows a plan for your approval before changing anything), and save the request as a Playbook to reuse. Put the touches in a workflow template; Wealthbox workflows are started manually.
Redtail CRM site ↗
CRM for financial advisors and their teams.
Suggested from the related task Automate follow-ups in a CRM.
Describe this cadence to Redtail's AI Workflow Builder (Redtail AI, Growth plan, subject to broker-dealer approval) to get an editable workflow draft with steps, tasks and due-date offsets, then review it and publish it as a firm template.
Ushur site ↗
Customer experience automation with inbound/outbound engagement and compliance built in.
Suggested from the related task Automate client outreach and engagement messages.
Use Ushur to automate proactive outbound and inbound client engagement.
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 assume what coverage someone needs; invite a review instead.
- 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 · Customer Service & AI Receptionists tools