AI prompts for broker admin work
Six prompts for the writing that fills a brokerage week: file notes, follow-ups, thread summaries, handovers. Plus the part most prompt lists leave out, which is what you must never paste in and how to check what comes back.
These are for a general assistant, not for CovioIQ. Brokers are already pasting things into one, and a guide that pretends otherwise is no use to anybody.
The line: administration, not advice
Every prompt below produces something a human then reads, edits and takes responsibility for. That is the only safe shape for this work in a regulated industry.
A model may explain a general concept, tidy your words, summarise what is in front of it, and draft something you will review.
A model may not decide whether a named client is covered, recommend limits or a carrier, quote a price, or confirm a claim would be paid. Those are advice, they are yours, and no prompt makes them safe to delegate. It is the same boundary we hold inside our own product, described on the AI transparency page.
Never paste these in
Assume anything you type into a general assistant leaves your control. Redact first, add the details back yourself afterwards. It takes ten seconds and it is the difference between a drafting tool and a disclosure.
| Do not paste | Why |
|---|---|
| Client names, with anything else attached | A name plus a policy detail is identifiable. Use "the client" or an initial. |
| Email addresses, phone numbers, postal addresses | Never needed for a drafting task. Add them yourself afterwards. |
| Dates of birth, SIN, licence or policy numbers | No drafting task requires these. There is no upside. |
| Claims detail tied to an identifiable person | Health and loss information is the most sensitive category you hold. |
| Banking or payment details | Never, under any circumstance, for any reason. |
| Whole exported spreadsheets | Pasting a book export into a chat window is a disclosure, not a workflow. |
The six prompts
Turn messy call notes into a file note
After a client call, when your notes are fragments.
Rewrite these call notes as a short factual file note for an insurance brokerage record. Keep every fact, add nothing, and flag anything ambiguous as "unclear" rather than guessing. Do not add recommendations. Notes: [paste your notes]
Check before you use it: Check it has not smoothed an uncertainty into a statement. "Client said maybe" must not become "client agreed".
Draft a renewal follow-up
A renewal where you have already spoken once and heard nothing.
Write a short, plain follow-up email to a client whose insurance policy renews in [N] days. I have contacted them once and had no reply. Tone: professional, not pushy, no pressure tactics. Do not mention price, coverage terms or recommendations. Ask for a reply or a ten-minute call. Under 120 words.
Check before you use it: Delete any sentence that implies urgency you did not create. "Act now or lose coverage" is not true and not yours to say.
Explain a concept so you can explain it
Before a conversation where you need plain words for something technical.
Explain the difference between replacement cost and actual cash value in plain language, as if to someone with no insurance background. Two short paragraphs. Give one everyday example. Do not reference any specific policy or make a recommendation.
Check before you use it: This is education for you, not an answer to send. The wording in the actual policy governs, and only you can read it.
Summarise a long email thread
A twenty-message thread you have inherited.
Summarise this email thread into: (1) what was asked, (2) what was agreed, (3) what is still open, (4) who owes the next action. Quote directly for anything in category 2. If something is unclear, list it under "unclear" rather than inferring. Thread: [paste]
Check before you use it: Category 2 is where errors do damage. If it cannot quote, it should not claim agreement.
Draft an internal handover
Passing a client to a colleague or going on leave.
Write an internal handover note for a colleague taking over this client file. Cover: current situation, what has happened recently, what is outstanding, and what to watch for. Factual and brief. Do not speculate about the client's intentions. Details: [paste]
Check before you use it: Internal notes get forwarded. Write it as if the client might read it, because one day one will.
Turn a decision into a checklist
A process your brokerage does inconsistently.
Turn this process description into a numbered checklist. One action per line, each starting with a verb, each something a person can tell they have finished. Add an owner column. Do not add steps I did not describe. Process: [paste]
Check before you use it: "Do not add steps" matters. Models invent plausible extra steps, and an invented compliance step is worse than a missing one.
How to review what comes back
Four questions, in order. The first two catch almost everything.
- Did it add a fact I did not give it? This is the failure that matters. Models fill gaps plausibly, and a plausible invented detail in a client file is worse than an obvious one because nobody catches it.
- Did it turn an uncertainty into a statement? "The client is considering" becoming "the client has decided" changes a file.
- Would I sign this? If it goes out under your name, it is your work regardless of what wrote the first draft.
- Does it advise? If a sentence tells a client what cover to buy, delete it or rewrite it as your own judgment.
Or use one that already has your book
Alex works inside CovioIQ and can already see your renewals and policies, so it needs no pasting. It drafts and never sends, and it is told not to hand out coverage advice. Client email, phone, address and date of birth are withheld from it by design.
Related: written email templates, how a rule-based score works, all guides.