Ninety-Day Renewal Sweep

command

Give every policy renewing within 90 days an owner task and send first-touch outreach to the approved segment.

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Command: ninety-day-renewal-sweep

Ensure policy renewals within 90 days are tracked with owner assignments and initial client outreach.

Inputs

  • {cutoff_days} — window for renewal detection; default 90 days
  • {outreach_template} — message segment to send (e.g., "renewal-reminder-v1"); default standard renewal notice
  • {agent_assignment_rule} — how to assign owners to new renewal tasks (e.g., by policy type, territory, or service tier); default first-available
  • {approved_segments} — comma-separated list of client segments eligible for outreach; default all active accounts
  • {escalation_threshold} — renewal date urgency (e.g., "critical" if less than 14 days); default 30 days

Steps

  1. Query the policy registry for all active policies with renewal dates in the next {cutoff_days} days.
  2. Create an owner task for each renewal, titled "Renew [Policy Name]", with renewal date as the due date.
  3. Assign each task to an agent using {agent_assignment_rule} to distribute workload fairly.
  4. Filter assigned renewals to only {approved_segments} and send {outreach_template} to those clients.
  5. Mark renewal tasks as escalated (higher priority) if renewal_date falls within {escalation_threshold}.
  6. Log all actions (task creation count, message send count, failed assignments) to your audit trail.

Constraints

  • Do not offer coverage recommendations or renewal option details; only prompt clients to engage their agent to discuss terms.
  • Skip any renewal without a confirmed client contact channel (email, phone, or in-app messaging); mark as "needs contact verification" for manual review.
  • All outreach must include a clear escalation path to a licensed agent for coverage questions.

Done when: all active policies renewing within 90 days have owner tasks assigned and approved segments have received first-touch outreach.