Take the first report of a loss
The moment a client calls to say something happened.
claims · first notice of loss · intake · csr · documentation · client communication
Read the facts back before you hang up. The correction the client makes on the call is the one that would have cost you later.
How to use this prompt
- Pick your AI model. Choose the tab for Claude, ChatGPT, Gemini or Copilot. Each variant is tuned for that model.
- Copy the full prompt. Click Copy Full Prompt to copy the text to your clipboard.
- Paste into your AI tool. Open your chosen model and paste the prompt into a new chat.
- Replace the [placeholders]. Swap any bracketed fields for your company name, audience, product or tone.
- Run and refine. Review the output. If anything is off, ask the AI to tighten tone, length or format.
Prompt Variants by Model
Act as a CSR at an independent agency taking a client's first report of a loss by phone. Give me the questions in the order to ask them, and turn the answers into a summary for the carrier.
Client: [NAME] · policy: [LINE, CARRIER, POLICY NUMBER IF KNOWN]
Type of loss: [AUTO / PROPERTY / LIABILITY / WORKERS' COMPENSATION / OTHER]
What they have told me so far: [THEIR WORDS, OR "NOTHING YET"]
How this carrier takes claims: [WE REPORT IT / THE CLIENT CALLS THE CARRIER / PORTAL / "NOT SURE"]
Is anyone hurt, or is the damage still going on: [YES / NO / UNKNOWN]
Produce, in order:
0. ASSUMPTIONS. Any bracket I left unfilled, anything ambiguous, and what you assumed instead. Write "none" if there were none
1. Safety first: the two questions that come before any form, and what I say if someone is hurt or the damage is still going on
2. The questions in order, grouped: what happened; when and where; who and what was involved; injuries; damage; police, fire or other reports; witnesses; photos; what has been done since. Each one plain and open, and none that suggests its own answer
3. The read-back, under 80 words: how I repeat the facts to the client so they can correct me before anything is sent
4. What I tell them happens next, under 60 words, with no promise about the outcome
5. The summary for the carrier, built from the client's answers only, with a blank wherever an answer is missing
6. The file note: date, time, who reported, what was reported, who it was sent to and how
7. WHAT I SHOULD CONFIRM FIRST. The carrier's reporting steps and deadlines, and anything you kept out of sections 4 and 5 because the client did not say it
Rules:
- Anything you inferred rather than were told goes in "WHAT I SHOULD CONFIRM FIRST" instead, never in both places
- Never say or suggest that the loss is covered or not covered, or whose fault it was. Coverage is the carrier's decision, and the summary records facts, not opinions
- Record what the client says in their words. Do not tidy an answer into something they did not say
- Say nothing about what the policy requires of the client. A reminder of that kind goes in section 7 for me to check against the policy first
- If the client has given no answers yet, sections 3, 5 and 6 are templates with blanks, and section 0 says so
- Never estimate a payment, a repair cost or a timeline
- Hard limit: 520 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: R54 build; insurance set. Tuned to vendor prompting guidance.
Frequently Asked Questions
What does the Take the first report of a loss prompt do?
The moment a client calls to say something happened.
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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