How I Use ChatGPT to Automate Email Replies (Without Losing the Personal Touch)

Let’s face it — email eats up hours of your week.

Replying to quote requests. Following up with Medicare questions. Sending next steps after a benefits review.

You want to be responsive, but not stuck in your inbox.

That’s where ChatGPT comes in. In this post, I’ll show you how I use AI to write client emails faster, better, and still make them feel personal — with examples for health, life, and P&C agents.

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1. Why Email Is Prime for AI Automation

If there’s one part of your day that’s begging for automation, it’s email. The patterns are always the same:

• A client asks for a quote
• A lead wants help picking a plan
• A renewal is coming up and needs a nudge

You don’t need to reinvent the wheel each time — you need a great prompt that ChatGPT can run with.

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2. My ChatGPT Prompt Formula for Email Replies

Here’s the exact prompt I use:

You are a friendly, licensed [type] insurance agent. Draft a short, clear email response to a client asking about [situation]. Use a warm tone. Keep it under 150 words.”

Then I plug in the situation — likeMedicare Advantage plan options or coverage for a home with a wood stove — and the result is 90% done.

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3. Real Examples from My Inbox

HEALTH – MarketplaceQuote Request

Prompt: “You are a health insurance agent. Reply to a client asking for a silver plan quote with dental.”

Output: “Hi Sarah, thanks for reaching out! I’m putting together a few silver-level plan options that include dental and will have those to you by this afternoon…”

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LIFE – Nervous YoungFamily

Prompt: “You are a life insurance agent. Respond to a young parent worried about the cost of term life.”

Output: “Hi Jason, I understand — and you’re not alone. Most families are surprised at how affordable term life can be…”

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P&C – PolicyRenewal Reminder

Prompt: “You are a P&C agent. Remind a client that their homeowners policy renews in 30 days.”

Output: “Hi Karen, just a heads-up that your homeowners policy renews on August 15th…”

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4. How I Keep the Personal Touch

Even though I use ChatGPT, I never just copy/paste blindly. Here’s how I personalize:

• Add their name and1–2 specific details (kids, location, plan type)
• Check for tone: too stiff? Too generic? Make it yours.
• End with a signature that’s warm and familiar

AI writes it fast. You make it human.

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You Can Start Doing This Today

You don’t need a tech background to automate email replies.

You just need to test one or two prompts in ChatGPT — then tweak what works.

Want more like this?Inside the SmartAgent AI course, we’ve got dozens of ready-to-use prompts (plus video walkthroughs) for health, life, and P&C agents.

Save your time. Serve your clients. And take back your inbox.