An Insurance or Mortgage Broker's Year, Month by Month
A brokerage firm's work follows the calendar: taxes early in the year, home buying in spring, July 1 moves, renewals piling up in January. Here is a full year, month by month, with what is worth preparing and what Ben, the Orvel AI assistant, prepares for your firm. Ben gathers and follows up; the broker advises and decides.
January and February: tax season and file updates
Clients gather the year's documents for their taxes, which makes it a good time to update files. The action: ask active mortgage files for updated contact details and documents (notice of assessment, statements).
Ben prepares the request, sends the document list and shows which ones are missing. Documents received are attached to the client's file and the broker consults them as needed. Ben does not interpret them and gives no tax or financial advice.
- Update the contact details and documents of active mortgage files.
- Attach each document received to the right file.
- Leave all interpretation to the broker.
March, April and May: home-buying season
Spring is the period of highest real estate buying activity, and mortgage pre-approvals multiply. The action: follow up on pre-approvals in progress and offer home insurance before possession.
This is the season when a file can stall for lack of a single document. Ben tracks the collection, follows up by text and hands the broker complete files with the summary. The home insurance offer is made by the broker, and Ben prepares the information request needed.
May and June: tenants and July 1 moves
July 1 is the traditional moving day in Quebec, and the ChAD runs a tenant insurance campaign around it every year. The action: a home and tenant insurance campaign to clients who are moving, with the address updated in the file.
Because it is a commercial message, it assumes valid consent, identification of the firm and a way to unsubscribe. A written contract in force, or expired less than two years ago, creates implied consent; beyond that, express consent is needed.
July and August: a good time for organization
Our data does not identify a specific seasonal appointment for these two months. It is therefore a good time for general tasks: review the document lists by type of file, check the message templates and plan the team's vacations so that active files always have someone responsible.
Ben keeps following up on missing documents during absences, and complete files wait for the broker with their summary.
September and October: back to autumn and portfolio review
It is a quiet time before year-end renewals, ideal for checking files without a due date. The action: produce the report of files with no due date or no current consent.
Ben lists the incomplete files and flags those missing a due date or consent. The broker then decides which ones to regularize. This cleanup makes renewal reminders reliable for the winter.
October and November: winter tires and auto insurance
Installing winter tires is mandatory from December 1 to March 15 in Quebec, and it is the time to review auto insurance. The action: a reminder to auto clients to validate their coverage before winter.
Ben prepares the message and offers a call with the broker to those who want to take stock. It does not say which coverage to choose: that is the broker's role.
December: review and preparing for January
Many policies and terms come due early in the year. The action: list the renewals from January to March and launch the reminders at 90 days.
In mortgages, several lenders allow renewal up to 120 days ahead, so it is better not to wait. Ben launches the reminders, then follows up at 60 and 30 days, with the unsubscribe link in every commercial message. Also take the opportunity to review your indicators: incomplete files, upcoming renewals, closing rate.
Each season has its useful action, and a calendar kept up to date avoids losing a client at renewal. Ben prepares and follows up; your firm advises and decides.
General information, not legal advice. Check with your professional order or the official source.
Questions
When should renewal reminders go out?
According to our rules, at 90, 60 and 30 days before the due date. In mortgages, several lenders allow renewal up to 120 days ahead, so the follow-up must start early.
Can Ben offer coverage to a client who is moving?
No. Ben prepares the request and the follow-up, but the broker advises and makes the offer. Ben never binds coverage.
What should I do about files with no due date?
Autumn is ideal for spotting them. Ben produces the report; the broker decides how to update those files.
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