Renewal prep in 20 minutes: a change list and summary draft from two dec pages

Renewal review is the kind of work AI is actually good at. It’s mostly careful comparison: what changed, by how much, and what needs a closer look. You are not asking the AI for advice. You’re asking it to do the side-by-side you’d otherwise do with two PDFs and a highlighter.

This guide sets that up as a repeatable workflow: same inputs, same instructions, same output every time, with you reviewing at the end.

What you’ll end up with

For each renewal, in about 20 minutes:

1. A change table listing every difference between the expiring and renewing dec pages: limits, deductibles, premium, endorsements, drivers or locations, and discounts.
2. A one-page internal summary in plain English that your team can scan before a renewal call.
3. A “check this” list of anything the AI couldn’t read clearly, anything that looks unusual, and any questions you might want to ask.

Everything stays internal. Nothing goes to the client until a licensed person has reviewed it and written whatever the client actually sees.

Step 1: Set up a Project once (15 minutes)

In Claude, ChatGPT, or Gemini, create a Project (sometimes called a GPT or Gem). This is where the workflow lives, so you don’t retype instructions each renewal. See custom instructions if that’s new.

Paste this in as the Project’s instructions and adjust the bracketed parts:

You help an insurance agency prepare for policy renewals. You produce INTERNAL
drafts for licensed staff. You never give coverage advice or recommendations,
and you never write anything addressed to a client.

For each renewal I will upload two documents: the EXPIRING dec page and the
RENEWING dec page for the same policy.

Produce three sections, in this order:

1. CHANGE TABLE
   A table with columns: Item | Expiring | Renewing | Change | Source page.
   Include every difference: premium, each coverage limit, each deductible,
   endorsements added/removed, drivers/vehicles/locations, discounts, fees.
   If something is identical, leave it out.
   If you cannot read a value, write "UNREADABLE" — never guess.

2. INTERNAL SUMMARY (max 250 words)
   Plain English, for a team member who has not seen the file. Start with the
   premium change in dollars and percent. Then the 3–5 most notable changes.
   Neutral tone. No advice, no recommendations, no "the client should".

3. CHECK THIS
   A bulleted list of: values marked UNREADABLE, changes over [15]% in
   premium, any removed endorsement or coverage, anything that looks
   inconsistent between the two documents.

Use only the uploaded documents. If something isn't in them, say so.

Two things are doing the work here. The “never guess” rule and the source page column make every line checkable, which is how you guard against hallucination. The ban on advice keeps the output firmly in internal-draft territory.

Step 2: Add a reference example (10 minutes)

Pick one renewal you’ve already reviewed by hand. Remove the client’s name and policy number, then upload that review to the Project as a file named example-renewal-review. Add one line to the instructions:

Match the level of detail and tone of the file "example-renewal-review".

A single good example does more for consistency than a paragraph of style rules.

Step 3: Run it for each renewal (5 minutes)

Start a new chat inside the Project for each policy, which keeps the context clean. Upload the two dec pages and send:

Expiring and renewing dec pages attached. Run the renewal prep.

That’s the whole prompt. The Project already knows the job.

Step 4: Review (10–15 minutes)

This is the step that matters. Work through it in this order:

• Spot-check the change table against the PDFs. Pick the premium, one limit, and one deductible, and use the source page column to jump straight to them. If those three match, the rest usually does too. If one is wrong, check everything.
• Clear the “check this” list. Read every item. Look up anything marked UNREADABLE yourself.
• Edit the summary. Fix wording, add context the documents don’t show (a claim last year, a conversation with the client), and cut anything that reads like advice.

Step 5: Save the result where your team works

Paste the reviewed summary into your agency management system’s notes, or into a shared folder, so whoever takes the renewal call sees it. Some agencies add a short line like “Prepped with AI, reviewed by [initials]” so the review is on record.

Where this goes wrong (and the fix)

About client data

Before you start, check your carrier’s or agency’s policy on AI tools. Many captive agents have specific rules. Use a business or team plan, which typically comes with stronger data terms than a free personal account, and remove or replace names and policy numbers if your policy requires it. The workflow works the same way with “Client A.” More on this under PII.

Next step

Once this feels routine, the same Project can draft policy summaries for new business. Upload a policy and ask for section 2 only. And if claim follow-ups are the other thing eating your week, see the claim follow-up board.