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    Brokers: a client intake standard that holds up later

    6 min read

    The industry standard: collect the entire expiring package — not just declarations pages — confirm in writing what you were given and what you were not, and set the service calendar on day one. Files that go wrong at renewal almost always started incomplete.

    How it works here: the same checklist becomes folder structure, private drafts, and a shared record the client can see.

    1. 1

      Standard: ask for the full expiring package

      Request every policy, endorsement schedule, loss runs, and the current certificate list. Note in the file anything the prospect could not produce. A documented 'not provided' is worth far more at claim time than a silent gap.

    2. 2

      Here: build the client folder before you have the account

      Create the client folder and line-of-business sub-folders first. Uploads sit in a private draft state, so you can file a full package while the prospect is still deciding.

    3. 3

      Standard: confirm scope in writing

      Send a short written confirmation of which lines you are handling and which you are not. Unstated scope is one of the most common E&O exposures in new business.

    4. 4

      Here: invite the client and share the file

      Send the invite with documents attached. Sharing mirrors your folder structure into their account, so the confirmation lives in a record you both can see instead of a sent-items folder.

    5. 5

      Standard: set the service calendar on day one

      Log renewal dates, audit dates, and any scheduled mid-term reviews at intake — not sixty days out.

    6. 6

      Here: renewal dates come out of the documents

      Expiration dates extracted from each uploaded policy populate the calendar and reminder emails automatically once the documents are filed.

    Good to know

    • • Anything you asked for and did not receive belongs in the file in writing.
    • • Structure the folders the way you want the client to see them — that structure is what they inherit.

    Keep learning

    Quote comparisons: put renewal and new quotes side by side

    Brokers upload competing quotes, the AI builds a comparison grid, and clients review it in their own account.

    Brokers: onboard a client and hand off their policies

    Invite a client, file their documents in advance, and have everything appear the moment they sign up.

    Agency teams: run a shared book across producers and staff

    Create an agency, invite producers and CSRs with the right seat, and work one shared book instead of separate logins.