June 16, 2026 · Updated September 5, 2026
A renewal is a client decision with a deadline. The team needs to understand what changed, prepare any required information, compare the available terms, and document the next action. Automation can help with parts of that process, but a calendar reminder or generated draft does not complete the renewal.
Start by making the work visible. Then evaluate the tasks that still create repeated preparation or entry.
Build the queue from a reliable record
Identify the policies due for review and confirm the account, term, assigned colleague, and relevant dates. Use the agency system's available renewal features before adding a separate process. Check missing dates, unmatched records, and special cases.
Set the review schedule according to account complexity, carrier requirements, and the agency's service standard. A commercial account requiring multiple markets may need a different start from a routine renewal. Do not use one fixed lead time as a substitute for planning.
Review changes before reusing information
Use the expiring policy, current renewal offer, and relevant client updates. Ask about changed operations, locations, vehicles, payroll, sales, or other exposures. Information carried forward from last year should remain open to correction.
| Review area | What to check |
|---|---|
| Client and exposures | Current entity, operations, locations, and relevant schedules |
| Policy terms | Limits, deductibles, forms, exclusions, and conditions |
| Premium | Changes in rate, exposures, fees, and payment terms |
| Requirements | Applications, reports, signatures, and carrier questions |
| Timing | Expiration, quote validity, notice dates, and client decision |
| Ownership | Who resolves each question and confirms the next action |
When an application is required, confirm the correct forms and editions for that market and line. A renewal does not universally require the same ACORD packet. Dec pages are useful source documents but do not provide every current underwriting answer.
Decide whether to approach other markets
Discuss the client's needs and priorities alongside the incumbent terms. Coverage changes, changed exposures, price, service, and market fit can all matter. Record the reason for seeking alternatives or continuing with the existing offer.
If remarketing is appropriate, confirm appetite and required information. Request the necessary loss-run years and valuation dates. Keep waiting items visible with an owner and follow-up date rather than hiding them inside a general renewal status.
Evaluate preparation and browser work separately
Document automation may help extract facts, compare source information, or prepare a supported application or proposal. Review key values, changed terms, and unresolved questions. A draft should be usable without concealing uncertainty.
A configured browser workflow may perform supported carrier steps. Confirm the specific renewal transaction, line, state, access arrangement, and intended result. Support for new business does not automatically establish support for renewal or remarketing.
Other tools may manage recurring policy analysis or outreach. For example, Quandri's current platform describes renewal analysis, requoting, and client communication workflows. Evaluate the proposed scope on your supported book rather than assuming all automation products perform the same program.
Keep status precise through the decision
Use statuses that distinguish information gathering, market work, terms ready for review, client decision pending, and the authorized completion step. A client accepting an option is different from a confirmed bind under the applicable process.
Keep the reviewed proposal, client instructions, required conditions, and completion evidence together. The next colleague should understand what happened without reconstructing several email threads.
Measure the process without inventing leakage
Track overdue next actions, missing information, correction time, completed reviews, and outcomes for the defined renewal group. Record reasons for lost business consistently. A lost policy does not prove a workflow failure; price, changed needs, and a closed business are different explanations.
Calculate retention using a stated cohort and definition. Keep new business separate, and do not let rising premium hide a decline in client or policy count. The retention glossary includes an example.
For preparation cost, use your observed time and actual agency inputs in the quoting worksheet. Avoid assigning a blanket savings percentage or multiplying one successful demonstration across the entire renewal book.
Starting with Relay
Choose one renewal task the team can inspect, such as preparing an application from updated information or a proposal from received terms. Confirm the supported workflow during setup and review the output before expanding.
Explore renewal workflows, client-file questions, and proposals based on the work your team needs next. The purpose is a better-prepared client conversation with a clear record of what remains.
Start with a renewal on your desk and review the work Relay prepares.