Sample Letters-Marketing and Selling


Sample Letter #1 – Confirming Agent/Broker of Record

January 1, 20XX

Mr. Joe Client
123 Main Street
Anywhere, US

SUBJECT: Automobile Policy

Dear Mr. Client:
We are privileged you have selected XYZ Agency to handle your insurance needs effective January 1, 2001. As we discussed in our meeting, you wish to remain with ABC Insurance Company until your policy renews on June 1, 2001. You have signed an Agent of Record letter that allows us to service your policy until that time.
Since your policy was originally written though another insurance agency, it will be necessary for us to review the contract to determine if the coverage provided is adequate. We will do this within the next 10 days and advise you of our recommendations. Until we have performed this review, we cannot be responsible for errors or omissions that were committed by your prior agent.
Once again, thank you for placing your trust in XYZ Insurance. We will do our best to provide you with the protection you expect and level of service you deserve.

Sincerely,

Andy Agent


Sample Letter #2 – Providing quote with expiration date

January 1, 20XX

Mr. Joe Client
123 Main Street
Anywhere, US

SUBJECT: Automobile Policy

Dear Mr. Client:
We are pleased to provide you with a premium quotation for your automobile insurance policy to be effective February 1, 2001.
If you wish to purchase this policy, please complete the enclosed application and return it to our office with your check in the amount of $250.00. It will also be necessary for you to furnish us with the following information:

  • A copy of your current policy to verify prior insurance
  • A copy of your drivers license
  • A photograph of your vehicle that includes the license plate

If we do not receive these items by January 31, 2001, we will be unable to provide you with a policy and this quotation will expire. No coverage is in effect at this time.
Feel free to contact our office if we can answer any questions for you.

Sincerely,

Andy Agent


Sample Letter #3– Coverage not bound while searching for quote

January 1, 20XX

Mr. Joe Client
123 Main Street
Anywhere, US

SUBJECT: Automobile Policy

Dear Mr. Client:
During our recent meeting, you expressed an interest in insuring your hand-built automobile for damage caused by a collision or upset.
We will begin contacting insurance companies for a quote as soon as possible, and will let you know as soon as we have a quote or if we are unable to obtain a quote.
No coverage is in effect at this time.

Sincerely,

Andy Agent


Sample Letter #4– Unable to place coverage

January 1, 20XX

Mr. Joe Client
123 Main Street
Anywhere, US

SUBJECT: Automobile Policy

Dear Mr. Client:
During our recent meeting, you expressed an interest in insuring your hand-built automobile for damage caused by a collision or upset.
We have contacted several insurance companies to see if they would be willing to write the insurance and have not been successful. We are therefore unable to place coverage at this time. You may wish to contact other insurers to determine if they are able to provide this coverage for you.
If we become aware of a market for this coverage in the future, we will inform you. We regret we were unable to help you with this matter.

Sincerely,

Andy Agent


Sample Letter #5 – Rejection of coverages offered

January 1, 20XX

Mr. Joe Client
123 Main Street
Anywhere, US

SUBJECT: Insurance Program

Dear Mr. Client:
We are privileged you have selected XYZ Agency to handle your insurance needs effective January 1, 2001. We have ordered the policies from the insurance company and will deliver them as soon as they are received in our office.
To confirm our conversation, you have been provided with a premium indication for the following coverages, but have decided not to purchase them at this time:

  • Directors and Officers Liability Insurance
  • Employment Practices Liability Insurance
  • Commercial Crime Insurance

Please sign the acknowledgment (below) and return it to our office no later than January 15, 2001.
Once again, thank you for placing your trust in XYZ Insurance. We will do our best to provide you with the protection you expect and level of service you deserve.

Sincerely,

Andy Agent

 


Acknowledgment of Rejected Coverage

I understand and acknowledge that the following insurance policies have been offered to me and that I have decided not to purchase the coverage at this time:

  • Directors and Officers Liability Insurance
  • Employment Practices Liability Insurance
  • Commercial Crime Insurance

The potential financial impact of not having these important coverages has been explained to me and I realize that my rejection of these options may result in the denial of claims in the future.

Signed__________________________________________________________

Date____________________________________________________________

 


Sample Letter #6– Coverage not bound pending receipt of additional information

January 1, 20XX

Mr. Joe Prospect
123 Main Street
Anywhere, U

SUBJECT: Automobile Policy

Dear Mr. Prospect:
Thank you for requesting an automobile insurance price quote from our agency. A copy of the price indication is enclosed for your review. Before coverage can be placed, we will need you to provide us with:

  • A copy of your driver’s license;
  • Proof of prior insurance;
  • A completed, signed, and dated application (enclosed); and
  • A check in the amount of $XX.

Please note that INSURANCE IS NOT CURRENTLY IN EFFECT and coverage cannot be placed until we have received these items and notified you of acceptance by the insurance company.
If you have any questions, please don’t hesitate to call our office.

Sincerely,

Andy Agent