Templates for Servicing Emails

Overview

This article includes email templates you can copy and paste into AMS+ when writing email messages to Agent Records and Individual Records, either via Servicing Email Marketing or a Servicing Workflow.

After pasting a template into our email editor, review the Variable Data. Variable Data are field names that automatically populate your message with data from your account. Adjust the Variable Data as necessary by adding or removing them.

Example: [IndFirstName] pulls in whatever is in the first name field on a Sales Record.

Also, review the text in [red brackets]. These placeholders mark spots in the template that need additional details or personalization, but there aren’t any corresponding Variable Data available for it.

Example: [Enter plan-specific perks here] is a placeholder for you to manually enter plan-specific information.

Templates

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Leads / Clients

New Website Lead

Tip: This template works best with Automated Workflow emails.

Subject: We’ve Received Your Info

Thanks for contacting [BusinessName]! We’ve received your request, and someone will contact you shortly!

If you want to speak to someone sooner, you can always reach us at [AORBusinessPhone].

Thanks again!
[BusinessName]

Client Welcome

Tip: This template works best with Automated Workflow emails.

Subject: Welcome to [BusinessName]!

Hi [IndFirstName],

Welcome to [BusinessName]! I wanted to thank you again for trusting me with your insurance needs, and I look forward to partnering with you.

Please let me know if there are any questions or concerns I can address now. I’ll make it a point to reach out throughout the year but save this email and my contact information in case you need to get in touch with me.

Thank you!

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

New Client Onboarding

Tip: This template works best with Automated Workflow emails.

Subject: Welcome to [BusinessName], [IndFirstName]!

We’re excited to have you join [BusinessName]! We wanted to reach out to say we appreciate your business and are looking forward to serving you.

The best ways to contact me are listed below. Save this email so you always have my
contact information handy:
[AORBusinessPhone]
[AOREmail]

I’m here to help, so contact me with any questions or concerns you have.

Thanks again!
[PolAORFirstName] [PolAORLastName]
[BusinessName]
[AORBusinessPhone]

Client Anniversary

Tip: This template works best with Automated Workflow emails.

Subject: Happy Anniversary!

Hi [IndFirstName],

It’s your anniversary with [BusinessName]! I can’t believe it’s been another year; I want to thank you again for trusting me with your insurance needs. I look forward to many more years partnered together!

Take care,

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

Policy Application Submitted

Tip: This template works best with Automated Workflow emails.

Subject: Your policy application has been submitted

Hi [IndFirstName],

Your policy application for policy, [PolNumber], has been submitted. I will keep you updated as it moves through the process. Please let me know if you have any questions in the meantime!

Thank you!

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

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Annual Election Period (AEP) / Open Enrollment Period (OEP)

Annual Election Period Reminder

Tip: This template works best with Email Marketing emails.

Subject: Annual Election Period Is Almost Here!

Hi [IndFirstName],

Annual Election Period (AEP) is just around the corner! AEP is your opportunity to change or add coverage to your policy. You have from [AEP Date Range] to elect new Medicare coverage.

I plan to reach out soon; if you need more immediate assistance, reply to this email or call me at [AORBusinessPhone].

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

Open Enrollment Approaching

Tip: This template works best with Email Marketing emails.

Subject: Open Enrollment is Approaching!

Dear [IndFirstName],

Open Enrollment starts on [Open Enrollment Date]! Please let me know if there’s anything I can help you start thinking about at this point.

If I don’t hear from you, I’ll reach out in the next couple of days.

Thanks!
[PolAORFirstName] [PolAORLastName]
[BusinessName]
[AORBusinessPhone]

Open Enrollment Period Reminder

Tip: This template works best with Email Marketing emails.

Subject: Open Enrollment Period Is Almost Here!

Hi [IndFirstName],

Open Enrollment (OE/OEP) is nearly here! This is your opportunity to elect new or different coverage for 2024. OE/OEP runs [OE/OEP date range], so make sure you update your policy before OE/OEP ends!

I plan to reach out soon; if you need more immediate assistance, reply to this email or call me at [AORBusinessPhone].

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

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Policy Renewal

Policy Renewal Date Approaching

Send #1 (90 Days Before The Renewal Date)

Tip: This template works best with Automated Workflow emails.

Subject: Your policy renewal date is approaching!

Hi [IndFirstName],

Open Enrollment season is upon us! Your [PolNumber] is up for renewal and will expire on [PolRenewal].

Please let me know if there’s a time this week or next that would work for you to meet and discuss renewing your policy. I look forward to speaking with you soon!

Thanks,
[PolAORFirstName] [PolAORLastName]
[BusinessName]
[AORBusinessPhone]

Send #2 (60 Days Before The Renewal Date)

Tip: This template works best with Automated Workflow emails.

Subject: Your policy renewal date is approaching!

Hi [Client’s Name],

I sent you an email a while back but haven’t heard from you. I’m reaching out because your [PolNumber] is up for renewal and will expire on [PolRenewal].

Please let me know of a time this week that would work for you to meet. If I don’t hear from you, I’ll plan to give you a call in the next couple of days.

I look forward to hearing from you!

[PolAORFirstName] [PolAORLastName]
[BusinessName]
[AORBusinessPhone]

Send #3 (30 Days Before The Renewal Date)

Tip: This template works best with Automated Workflow emails.

Subject: Your policy renewal date is approaching!

Hi [IndFirstName],

I’m reaching out because we’re only 30 days away from your [PolNumber] expiring on [PolRenewal].

Please send me a time this week that works for you to meet and discuss your renewal.

I hope to connect with you soon,

[PolAORFirstName] [PolAORLastName]
[BusinessName]
[AORBusinessPhone]

Policy Renewal is Approaching (Individual)

Tip: This template works best with Automated Workflow emails.

Subject: Your policy’s renewal date is approaching

Hi [IndFirstName],

Your [PolCarrier] [PolCoverageType] policy is up for renewal on [PolRenewal].

I want to start the renewal conversation sooner rather than later, so when would be a
good time to meet or jump on a call to discuss?

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

Policy Renewal is Approaching (Group)

Tip: This template works best with Automated Workflow emails.

Subject: Your policy’s renewal date is approaching

Hi [IndFirstName],

Your group’s [PolCarrier] [PolCoverageType] policy is up for renewal on [PolRenewal].

I want to start the renewal conversation sooner rather than later, so when would be a good time to meet or jump on a call?

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

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Aged-Based

Happy Birthday

Tip: This template works best with Automated Workflow emails.

Subject: Happy Birthday!

Hi [IndFirstName],

We at [BusinessName] wanted to wish you a very happy birthday. We hope your day is full of fun with the ones you love. Enjoy!

Sincerely,

[PolAORFirstName] [PolAORLastName]
[AORBusinessPhone]
[BusinessName]

Individual Clients Turning 65

Tip: This template works best with Automated Workflow emails.

Subject: Medicare Information for You

Hi [IndFirstName],

I’m reaching out because your birthday is approaching!

I wanted to get in front of you in ample time before you turn 65 and start the conversation about Medicare.

I would love to help you compare the costs and benefits of different plans and supplements.

I can also help you ensure you don’t miss any deadlines for enrolling in these plans or
supplements.

Do you have time soon to meet or jump on a call to discuss?

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[BusinessName]

Employee Of Group/Employer Turning 65

Tip: This template works best with Automated Workflow emails.

Subject: Medicare Information for You

Hi [IndFirstName],

I’m reaching out because your birthday is approaching! I know you currently have health
coverage through your employer, [GroupName], but I’m here to help regarding Medicare
questions.

I can help you compare the cost of staying on your group’s coverage vs. switching to Medicare
for your primary insurance. I can also help you ensure you don’t miss any deadlines for
enrolling in plans or supplements.

Do you have time soon to meet or jump on a call to discuss?

I look forward to speaking!

[GrpAMFirstName] [GrpAMLastName]
[BusinessName]

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Cross-Sell

Individual - Cross-Sell (General)

Tip: This template works best with Email Marketing emails.

Subject: I want to provide the most value possible

Hi [IndFirstName],

I hope you’re well! I’m reaching out to you today because I enjoy having you as a client, and I want to make sure I’m serving you as well as I can.

Because I want to provide the most value possible, I want to let you know about [product/service] we offer. I think it would greatly benefit you because [personal reason].

Do you have time soon to meet or jump on a call to discuss?

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[BusinessName]

Medicare Supplement / Prescription Drug Plan

Tip: This template works best with Email Marketing emails.

Subject: Prescription Drug Plan Information

Hi [IndFirstName],

I’m reaching out because it looks like you have Medicare Supplement Insurance, but no prescription drug plan yet.

Medicare prescription drug plans (PDPs) help you pay for brand-name and generic drugs. Even if you don’t take many prescriptions currently, getting coverage now can protect you from higher costs later.

I would love to talk through the other benefits of prescription drug plans and help you compare plans and costs.

Do you have time soon to meet?

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[BusinessName]

Medicare Advantage / Hospital Indemnity Plan

Tip: This template works best with Email Marketing emails.

Subject: Hospital Indemnity Plan Information

Hi [IndFirstName],

I’m reaching out because it looks like you have Medicare Advantage Insurance, but no hospital indemnity plan yet.

A hospital indemnity plan can help you cover costs incurred by a hospital stay that aren’t covered by your Medicare Advantage plan.

I would love to talk through the other benefits of hospital indemnity plans and help you compare plans and costs.

Do you have time soon to meet?

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[BusinessName]

Medicare / Dental

Tip: This template works best with Email Marketing emails.

Subject: Dental Plan Information For You

Hi [IndFirstName],

I’m reaching out because it looks like the Medicare coverage you have does not include
routine dental procedures like exams, cleanings, fillings, crowns, or bridges.

If you’re interested in dental coverage, I have some great, [affordable] options I’d love to chat
with you about.

Do you have time soon to meet?

I look forward to speaking!

[PolAORFirstName] [PolAORLastName]
[BusinessName]

Group/Employer - Cross-Sell (General)

Tip: This template works best with Email Marketing emails.

Subject: I want to provide the most value possible

Hi [IndFirstName],

I hope you’re well! I’m reaching out to you today because I enjoy having you as a client, and I want to make sure I’m serving you as well as I can.

Because I want to provide the most value possible, I want to let you know about [product/service] we offer. I think it would greatly benefit your employees because [personal reason].

Do you have time soon to meet or jump on a call to discuss?

I look forward to speaking!

[GrpAMFirstName] [GrpAMLastName]
[BusinessName]