What is the Welcome Packet?
The welcome packet is a series of documents that you can email to your clients upon each sale to thank them for their business, give them any necessary policy documents, and include any other applicable information for their use or perusal. This helps to personalize the client’s experience as well as prevent E&O for agents and agencies by prompting them to send the new policy information over right away when policies are sold. The welcome packet is prompted on each new sale added to the AgencyZoom system whether you move a lead to sold in a pipeline or simply click the “Add Business” button.
Packet Components
The welcome packet has three main built-in components: the Thank You Cover Letter, the Minimum Coverage List, and the Breakup Letter. Each of these are viewable and editable by manager users only through the My Agency menu.
The Thank You Cover Letter will be the body of the email, welcoming customer to your agency and thanking them for their Business. You can create custom cover letters specific to each carrier as well as new versus cross-sold customers.
The Break-Up Letter which is a cancellation request to customer’s current carrier they are currently insured under another carrier or agency and need to end the policy in writing.
The Minimum Coverage List is a list of recommended minimum coverage amounts per line of business per state compared to the coverage that the client has purchased.
Welcome Packet Creation
To be able to send a welcome packet, you need to enter and save customer and policy information. When this happens a “Hooray!” page will pop up to finalize the sale. Click Create Welcome Packet here to begin building the packet.
The minimum coverage list is the first document that appears when you begin building the welcome packet. You can choose to include or exclude it as well as include the specific coverages where necessary.
Next, you will choose to include or exclude the Breakup Letter. If you choose to include it, you will need the previous carrier’s name and the policy number to automatically generate the document.
On the final two pages, you will add any necessary policy or agency documents. This includes ID cards, declaration pages, proof of insurance, and any other necessary documentation.
The last page of the welcome packet builder will allow you to send the welcome packet to the client and CC it to yourself if necessary.
Once the welcome packet is sent, you can resend, modify, or download it from the clients customer profile by clicking Welcome Kit at the top. You can also use this method to send a welcome packet after the fact to a client who may not have received one in their initial sale.
System Settings
The welcome packet and its different components can be enabled or disabled by manager users in the System Settings by going to My Agency > System Settings > Welcome Packet.