Catch up on client emails with AI, for insurance agents

Client emails pile up while you're on the phone explaining coverage and claims. AI reads the new messages and writes the first pass of every reply for you to review.

What to gather first

Three past email replies you wrote
Current policy quote sheets
Agency list of common coverage answers

Which app

For this one, AI needs to open your files itself, so use an agent app rather than a chat window. Three that a non-technical owner can install today:

Hermes AgentFree and open source. Runs on your Mac or PC, works inside a folder you choose. CodexOpenAI's agent app. Paid plan, polished, tied to their models. Claude CodeAnthropic's agent app. Paid plan, careful with permissions.

How to do it

Open your inbox. Point AI to the unread folder in your agency inbox. Let it read the incoming questions from clients about rates, renewals, and deductibles.
Share your past replies. Give AI a few messages you sent recently. AI studies your tone so the new drafts sound like you wrote them.
Review the drafts. AI sorts the questions and places a draft response beside each client email. It flags messages that need details from a policy file.
Fix details and send. Read each draft on your screen. Correct policy specifics, adjust the wording, and send the message yourself.

What to type first

Here are three recent replies I sent to clients, along with our quote sheet. Read the unread client emails in my inbox. Draft a response for each one using my tone, answering their basic questions about coverage and quotes. Do not send anything. Flag any email that needs specific policy documents I haven't shared.

Change the words to match your business. AI follows what you say, so say what done looks like.

Before you trust it

Confirm every deductible and premium matches the policy sheet.
Make sure the draft does not promise coverage that requires underwriter approval.
Check that client names and policy numbers match the original email.

Try letting AI draft renewal reminders from client policy dates.

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