Renewal Letters

Turn a 45-minute-per-policy renewal letter process into a 5-minute batch workflow.

Important: All documents generated by this plugin are drafts intended as starting points. Insurance documents, analyses, and recommendations must be reviewed by a licensed insurance professional before use with clients or carriers. This plugin does not provide insurance advice.

Installation

1. Download the pf-renewal-letters.plugin file
2. Open Claude Desktop and navigate to Settings > Plugins
3. Click Install Plugin and select the downloaded .plugin file
4. The plugin will be installed and available immediately

Note: All data stays local on your machine. No external API calls or cloud storage required.

Why This Exists

Independent insurance agencies must generate personalized policy renewal letters 30-60 days before each policy expires. Small agencies either pay $1,200-$4,800/year for a full agency management system just to get renewal letter templates, or spend 30-60 minutes per policy manually drafting letters in Word — copying policy details, adjusting premiums, and adding coverage change explanations.

This plugin handles the renewal letter generation workflow in one command: import your policy export CSV, generate branded letters with premium comparison tables and coverage summaries, and produce an Excel tracking sheet — all in under 5 minutes for a batch of up to 8 policies.

Quick Start

1. Install the plugin in Cowork
2. Select your agency's working folder in Cowork
3. Run /renewal:renewal-setup — enter your agency name, license number, and agent contact info
4. Export your renewal policies from your AMS (or prepare a spreadsheet) and place the CSV/XLSX in inbound/
5. Run /renewal:renewal-build [your-file.csv] — letters and tracking sheet appear in outbound/

Commands

Command	Description
/renewal:renewal-setup	One-time setup — configure agency info, state, LOB, and create workspace folders
/renewal:renewal-load	Import policy data from CSV or Excel with LOB detection and notice compliance
/renewal:renewal-generate	Generate DOCX renewal letters with LOB-specific language and E&O protective notices
/renewal:renewal-compliance	Run state-specific compliance check with E&O risk scoring before mailing
/renewal:renewal-summary	Generate batch dispatch summary with compliance dashboard and expanded tracking sheet
/renewal:renewal-build	Run the full pipeline in one command (load → generate → summary)
/renewal:renewal-status	Check pipeline progress, compliance status, and file inventory

How It Works

The pipeline flows through four stages:

Stage 0 — Setup: Run once. Creates workspace folders, installs Python dependencies, and saves your agency configuration — including state, lines of business, and state-specific renewal notice timing requirements (per NAIC Model Law 880-1 and state DOI statutes) — to .renewal/config.json.

Stage 1 — Load (renewal-load): Reads your CSV or XLSX policy export. Uses fuzzy column header matching (including ACORD 25/28/75 standard field names) to handle any AMS export. Detects line of business from policy number prefixes per ISO/AAIS form designations. Validates renewal date timing against your state's notice requirements. Flags premium anomalies per NAIC Model Rating Law 780-1. Writes processing/renewal-batch.json with compliance metadata.

Stage 1.5 — Compliance (renewal-compliance, optional): Runs a pre-generation compliance analysis. Validates notice timing per state DOI, premium integrity per NAIC 780-1, E&O risk factors per NAIC Unfair Trade Practices Act §4, and LOB consistency. Produces a compliance report with per-policy risk scoring.

Stage 2 — Generate (renewal-generate): Generates one DOCX letter per policyholder. Each letter includes your agency letterhead, LOB-specific opening context (per ISO form designations), notice compliance indicators for urgent policies, a premium comparison table with threshold-based explanation language (per NAIC Consumer Information Source), E&O protective language (per NAIC §4), coverage changes section, agent signature block, and mandatory legal disclaimer. Premium calculations use Python arithmetic — never AI estimation.

Stage 3 — Summary (renewal-summary): Generates a DOCX dispatch summary with compliance dashboard (notice status per state DOI, E&O risk flags per NAIC §4, LOB breakdown) and an XLSX tracking sheet (13 columns including LOB, days until renewal, notice status, and premium flags). Archives the batch to archive/.

AI-Powered Features

This plugin leverages Claude's AI capabilities combined with deep insurance domain knowledge to go beyond simple form-filling:

• Intelligent Column Matching — Automatically maps any column naming convention from any AMS (HawkSoft, QQCatalyst, manual Excel) to the expected fields using semantic fuzzy matching, including ACORD 25/28/75 standard field names. "Insured Name", "Named Insured", "Applicant", "Client" — all recognized without configuration.
• Line-of-Business Detection — Automatically identifies the line of business from policy number prefixes (16 prefix patterns covering HO, Auto, Commercial-BOP, Commercial-GL, Workers' Comp, Umbrella, and Inland Marine per ISO/AAIS form designations) and tailors letter language accordingly.
• State-Specific Compliance Checking — Validates renewal notice timing against your state's DOI requirements (8 states with specific statute citations plus NAIC Model Law 880-1 defaults). Flags overdue, urgent, and at-risk policies.
• E&O Risk Assessment — Scores each policy for Errors & Omissions risk factors per NAIC Unfair Trade Practices Act §4, including overdue notices, premium anomalies, and missing coverage change explanations. Produces a compliance report with per-policy risk levels (HIGH/MEDIUM/LOW).
• Premium Communication Intelligence — Applies threshold-based premium increase language (per NAIC Consumer Information Source guidelines) and E&O protective notices, automatically adjusting communication tone based on the magnitude of premium changes.
• Coverage Change Summarization — Transforms raw coverage change notes from your CSV into clearly written, client-friendly explanations in each letter, adjusted for tone and completeness.
• Dispatcher Notes Generation — Analyzes the full batch to flag urgent renewals, high premium increases, notice compliance issues, and E&O risk factors.
• Conversational Setup — Accepts agency configuration in natural language during setup — including state and lines of business for compliance configuration.
• Validation Reasoning — When rows fail validation, provides human-readable explanations with specific fix instructions and regulatory context rather than generic error codes.

Feature Comparison vs. Traditional AMS

Feature	Manual Process	HawkSoft / QQCatalyst	This Plugin
Letter generation	30-45 min/letter	Template-based	AI-powered with LOB context
Column matching	Manual mapping	Fixed templates	Fuzzy matching + ACORD standards
Compliance checking	Agent memory	Basic reminders	State-specific DOI validation
E&O risk flags	None	None	Per-policy risk scoring
LOB-specific language	Manual	Limited	Automatic detection + context
Premium communication	Generic	Generic	Threshold-based per NAIC
Notice timing	Calendar-based	Date alerts	Statute-cited compliance
Cost	Free (2-4 hrs/week)	$1,200-$4,800/yr	$0

Estimated Cost per Use

Disclaimer: Token estimates are approximate and based on typical usage patterns measured from skill prompt sizes. Actual costs vary with input data size, conversation length, and complexity. Estimates use Claude Sonnet 4.6 pricing ($3/1M input, $15/1M output). Cowork and Claude Desktop subscription users (Pro/Max/Team) are not charged per-token — these estimates apply only to direct Anthropic API usage. Running stages individually in fresh sessions uses fewer input tokens than running the full pipeline sequentially, because pipeline mode accumulates conversation history across stages.

Per skill (run individually in a fresh session):

Stage	Skill Prompt	User Input	Total Input	Output	Est. Cost
renewal-load	~6.3K	~2.0K	~11.2K	~2.0K	~$0.06
renewal-generate	~6.5K	~800	~10.2K	~6.0K	~$0.12
renewal-summary	~7.0K	~800	~10.6K	~6.0K	~$0.12
renewal-compliance	~5.3K	~800	~8.9K	~5.3K	~$0.11
Standalone total			~40.9K	~19.3K	~$0.41

Full pipeline (all stages in one session — context accumulates):

Stage	Base Input	+ History	Total Input	Output	Est. Cost
renewal-load	~11.3K	0	~11.3K	~2.0K	~$0.06
renewal-generate	~10.3K	~4.0K	~14.3K	~6.0K	~$0.13
renewal-summary	~10.8K	~10.8K	~21.6K	~6.0K	~$0.15
renewal-compliance	~9.1K	~17.6K	~26.7K	~5.3K	~$0.16
Pipeline total			~73.9K	~19.3K	~$0.51

Running the full pipeline once typically costs $0.36–$0.66 in API tokens (Claude Sonnet 4.6).

Known Limitations

1. No persistent database — The plugin does not maintain a historical policy database across sessions. Each batch run is stateless. Your master policy records must be maintained in your AMS or a spreadsheet externally.
2. No real-time carrier integrations — Cannot pull live renewal premium quotes from carriers. Premium amounts must be obtained from your carrier portals or AMS and entered in the input CSV.
3. 8-policy cap per run — To maintain accuracy on coverage change summaries, each batch is capped at 8 policies. For larger renewal sets, run multiple batches of ≤8.
4. No e-signature integration — Generated letters are DOCX files for printing or PDF export. There is no built-in digital delivery or tracking.
5. No email sending — The plugin generates letters only. Emailing letters to policyholders must be done manually by the agent.
6. State-specific disclosure requirements vary — The plugin includes a general-purpose disclaimer, but requirements differ by state and line of business. Have your compliance team review the disclaimer text for your jurisdiction.

Important Disclaimers

• AI-Generated Content: This plugin uses AI (LLM) technology which can produce inaccurate or incomplete outputs. All content should be treated as a starting point and reviewed for accuracy before use.
• Not Professional Advice: Outputs do not constitute legal, financial, tax, medical, or other professional advice. Consult qualified professionals before making decisions based on generated content.
• No Compliance Guarantee: References to industry standards, regulations, or guidelines are for informational purposes only. This plugin does not guarantee compliance with any law or regulation. Users are responsible for verifying all outputs meet their specific regulatory requirements.
• No Endorsement or Affiliation: Mention of third-party products, standards, or organizations does not imply endorsement, partnership, or certification by those entities.