Recommendations

• Follow Agency Standards 

• Assess and assign tasks.

• Handle short tasks immediately.

• Schedule and communicate deadlines for longer tasks.

• Follow up with 1 phone call email and text + 1 more extra follow up set a deadline 

• Not documenting during client calls.

• Not attaching necessary documents.

• Not following up on tasks.

• Not promptly documenting in the system.

• Not requiring Client Center use.

• Not using correct folder structure.

• NOT using the management system - Omitting notes with adequate documentation or following the checklist.✍🏻 

Input & Edit Checklist in Ezlynx

• Apply this Label: Recommendations Labels🏷️

Upon receiving the inspection report or email containing recommendations: 

• Thoroughly review and document each item. Crucially, add each specific recommendation directly into the corresponding Ezlynx checklist. This allows for easy tracking and management within the system. 

• Be precise in your descriptions within the checklist (e.g., "Remove trampoline from backyard," "Repair broken railing on front porch"). Note the location (front yard) of the issue if applicable

Contact Insured 

• Contact the insured via phone or email

• Clearly explain the reason for each recommendation, the specific action required, and the deadline for completion, documenting the communication method (phone/email), date of contact, and the deadline in the client file.

• Clearly explain the potential consequences of non-compliance, such as policy cancellation, non-renewal, or a premium increase.

• Request required documentation via client center or email (providing client center link if applicable) and state the submission deadline; upon receiving completed recommendations, check them off the checklist.

• Follow up with the insured 1 time before the deadline, documenting the date and details of all interactions.

Communicate with Carrier  

• If they did comply: Once proof of completion is received, submit the documentation to the insurance carrier. Include the policy number and detailed information about the recommendation being addressed.

• If they did NOT comply: Notify the carrier of this and close out the task (document this in the system).

This is the section where we outline all of the hairball, wonky things that can happen so we have a Plan B ready to go. 😱

Here are some options for the what if situations that may arise. We want to empower you with a plan rather than having to scramble. 💪

🤔 What if the recommendation is not mandatory or critical?

• We will still run the recommendations, label and workflow and have the client comply as it could become a critical recommendation in the future.

🤔 What if the customer does not reply?

• At your discretion and depending on the severity of the concern use Postal Mail

🤔 What if the contact information is wrong?

• Use Postal Mail and send the Bad contact memo. 

🤔 What if the client does not respond, how many times should I follow up?

• Follow up no more than 2x (text, email, call) remember to set a deadline and let client know upfront. Let the carrier know in writing or over the phone the fact that the insured is not responding. Close out and let carrier know. 

• At your discretion and depending on the severity of the concern use Postal Mail

🤔 What if the carrier is unresponsive? 

• Let your team lead know

• Voicemail

• Voicemail Full/Not Setup 1 (1 Steps)