Renewals management involves manually scanning renewal calendars, drafting personalized notices, and tracking client responses across multiple tools. Manual tracking leads to missed deadlines, inconsistent follow-ups, and policies lapsing due to poor visibility.
Automation identifies upcoming renewals automatically, generates and sends personalized renewal notices on schedule, and tracks all client responses in a unified system. The result is faster outreach, higher renewal rates, and zero lapsed policies from missed communication.
The full workflow, from trigger to completion.
The automation platform checks the policy database daily. When a policy renewal date falls within 60 days and no renewal status is recorded, the workflow is triggered.
The automation retrieves the client name, email, phone, policy number, and expiry date. It also pulls the latest quote or policy document reference.
The automation composes a personalized renewal notice email using the client and policy details. The email includes the policy number, expiry date, and a call to action.
The automation retrieves the latest quote or policy PDF and attaches it to the email.
The email is sent to the client and a copy is logged as an activity record.
A follow-up task is automatically created for 14 days later. If no response is received by then, a second reminder email is queued.
The renewal status is updated and, marking the policy as 'Renewal Notice Sent' with the date and next follow-up date.
A notification is sent to the operations team summarizing the renewal outreach and flagging any policies approaching lapse.
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