Agency E&O Pack
The three documents that keep an agency's errors-and-omissions file defensible. A signed declination shows the client was offered coverage and declined it; the recommendation letter documents what you advised; the non-renewal notice shows you told the client in time to replace coverage.
Word Coming soon
Who it is for
Independent agency owners, account managers, and agency E&O coordinators.
What is inside
- Coverage declination and rejection acknowledgment with a coverage-by-coverage table and client signature block
- Coverage recommendation letter that documents what was recommended, why, and the premium indication
- Non-renewal client notice with the replacement timeline and a reminder of the client's options
- Documentation log page for the client file
- Notes on what E&O carriers look for in an agency file
AI prompt pack: fill this template with ChatGPT or Claude
Paste the prompt below into ChatGPT or Claude together with your own documents (declarations pages, certificates, P&L, contracts). It is written to return results in this template's column order.
Check anything an AI tool returns against the source document before you rely on it. The prompt is a starting point, not a substitute for reading the policy.
Questions
Why does a signed declination matter?
Agency E&O claims often allege the agent never offered a coverage. A signed declination that names the coverage, the limit offered, and the premium is the clearest proof that the client was offered it and chose not to buy.
How much notice should a non-renewal notice give?
At least as much as the carrier's notice to you plus time for the client to replace coverage; 30 to 60 days is common. Some states set minimums for carriers but not agents. Confirm the applicable state notice rules before relying on a notice period.
Should the recommendation letter include every coverage I mentioned?
Yes. If you recommended it, document it; if the client declined it, get the declination signed. The pair of documents is what E&O defense counsel will ask for first.
Can I put these on agency letterhead?
Yes. The Word files use placeholders you replace with your agency name and address, and nothing in the license restricts branding them.
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