Renewal Reminder + Quote Email Template & Workflow for Outlook
Send a renewal reminder with an updated quote ahead of policy expiration. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the renewal reminder + quote email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
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Cc
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Subject
Your Policy policy_number Is Coming Up for Renewal
renewal-quote
Hi client_first_name,
Your current policy is approaching its expiration date, and I wanted to reach out personally to make sure your coverage continues without interruption.
RENEWAL SUMMARY
• Policy Number: policy_number
• Coverage: coverage_summary
• Current Expiration Date: current_expiration_date
• Renewal Premium: $renewal_premium
Your updated renewal quote is attached. Please take a few minutes to review it and let me know if you have questions about any of the coverage terms or pricing.
WHAT'S CHANGED
If there are any adjustments to your premium compared to last year, I'm happy to walk you through the factors involved — whether that's changes in your claims history, industry-wide rate adjustments, or updates to underlying coverage. In many cases there are options available to help manage costs without reducing your protection.
YOUR OPTIONS
• Renew as-is with the attached quote
• Request a coverage review to see if adjustments make sense
• Explore alternative options — I'm happy to shop the market on your behalf
Please respond by response_deadline so we have time to process your renewal before the expiration date. A lapse in coverage, even a brief one, can create complications — so let's make sure we get this locked in.
Feel free to call me at me::phone or reply to this email at me::email. I'm here to help.
Workflow context
When to use this workflow
Use this workflow when an insurance policy is approaching expiration and the client needs a renewal reminder, updated quote, coverage summary, and response deadline.
What this replaces
This replaces rewriting renewal reminders, manually attaching quote documents, and checking whether policy number, premium, expiration date, and response deadline are included.
Why teams standardize this email
Renewal reminders protect retention and reduce coverage lapse risk. A workflow helps agencies send complete, consistent renewal emails while allowing agents to review details before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the renewal reminder and quote email in Outlook
- Prompts for client name, policy number, expiration date, renewal premium, coverage summary, response deadline, phone, and email
- Adds a policy-specific subject line
- Can require the renewal quote or updated policy proposal attachment
- Keeps the draft editable before the agent sends it
FAQ
Does Toggles renew the policy automatically?
No. Toggles prepares the email. Renewal processing happens through your agency or carrier workflow.
Can the renewal quote attachment be required?
Yes. This workflow can require the renewal quote or updated policy proposal before sending.
Can agents edit the message for specific clients?
Yes. The Outlook draft remains editable before it is sent.