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Invite a client to the annual review, and get ready for it

Sixty to ninety days before renewal, before the carrier's number arrives.

BeginnerPASTE & GORevenue-protecting

annual review · renewal · retention · account manager · checklist · email

Pro tip

Send the "what to have handy" list with the invite. Reviews with the documents in hand run half as long.

How to use this prompt

  1. Pick your AI model. Choose the tab for Claude, ChatGPT, Gemini or Copilot. Each variant is tuned for that model.
  2. Copy the full prompt. Click Copy Full Prompt to copy the text to your clipboard.
  3. Paste into your AI tool. Open your chosen model and paste the prompt into a new chat.
  4. Replace the [placeholders]. Swap any bracketed fields for your company name, audience, product or tone.
  5. Run and refine. Review the output. If anything is off, ask the AI to tighten tone, length or format.

Prompt Variants by Model

Claude Sonnet 5
Act as an account manager at an independent agency scheduling a client's annual review. Write the invitation and prepare me for the meeting.

Client: [NAME] · [PERSONAL OR COMMERCIAL] · with us since [YEAR]
Policies with us: [LIST WITH RENEWAL DATES]
What changed this year that I know of: [LIFE OR BUSINESS CHANGES, CLAIMS, PRIOR REQUESTS, OR "NOTHING KNOWN"]
Channel for the invite: [EMAIL / TEXT / CALL SCRIPT]
Meeting: [IN PERSON / PHONE / VIDEO] · [LENGTH]

Produce, in order:
0. ASSUMPTIONS. Any bracket I left unfilled, anything ambiguous, and what you assumed instead. Write "none" if there were none
1. The invitation, under 110 words. It names one reason the review matters to this client this year, not "it's that time again"
2. What to have handy: the documents and facts I need them to bring or send, as a short list they can act on
3. My agenda, five items in order, with a time for each
4. Six questions that surface a change in exposure, written plainly
5. What I check in the file before the meeting
6. WHAT I SHOULD CONFIRM FIRST. Every inferred or unsourced claim, listed plainly

Rules:
- Anything you inferred rather than were told goes in "WHAT I SHOULD CONFIRM FIRST" instead, never in both places
- The invite never mentions the premium or predicts it
- No coverage recommendation in this output. The review produces those, not the invite
- Hard limit: 450 words for the whole response. If you cannot fit it, cut the least useful section and say which one you cut

Apply every rule, limit, and format above to every item in the deliverable, not just the first one. Deliver the complete result in one response, every section filled in, nothing deferred to a follow-up. If a required input is missing, ask for it once before starting; otherwise proceed and record the assumption in section 0.

Notes: R42 build; insurance set. Tuned to vendor prompting guidance.

Frequently Asked Questions

What does the Invite a client to the annual review, and get ready for it prompt do?

Sixty to ninety days before renewal, before the carrier's number arrives.

Which AI models is this prompt written for?

Claude, ChatGPT, Gemini and Copilot. Each one gets its own version up top, written the way that vendor says to prompt its own model. Pick the tab that matches yours.

Do I need a paid AI account to use this prompt?

No. This prompt is written to run on the free tier of Claude, ChatGPT, Gemini and Copilot. Paid tiers simply give you longer context windows and faster responses.

Can I customize this prompt for my business?

Yes. Any text inside square brackets is a placeholder you replace with your own business details, such as company name, audience, product or tone. You can also ask the AI to adjust format, length or style after the first output.

When was this prompt last checked?

The date is on each version up top. We check every prompt in full every month, and when a major new model lands we rewrite the prompt for it. One glance tells you how current it is before you paste.

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