For independent insurance agencies
LetterGuard gives every client a private room for messages, documents and signatures. Applications and driver’s licenses come in complete, policy documents go out to one place, and renewals stop depending on whoever kept the last email.
The problem
Every quote and renewal needs personal and business details, and most of them still arrive by email. Each renewal starts the chase again.
A driver’s license by text, vehicle details by email, the prior declarations page as a photo. Your account manager rebuilds the submission before the carrier will even quote.
Updated payroll, revenue and loss runs for commercial renewals come in late, and your team spends the month before the deadline following up.
Dates of birth, license numbers and business financials sit in sent folders and client inboxes long after the policy is bound.
Fraudsters pose as agencies or clients by email to redirect premium and claim payments. Business email compromise caused $2.77 billion in reported losses in 2024.Source: FBI IC3, 2024 Internet Crime Report
How it fits your week
Keep your agency management system, carrier portals and raters. LetterGuard handles the documents and conversation with each client. Producers and account managers work from one inbox for every client room.
The outcome
Complete submissions faster, without personal data sitting in email.
The outcome
Clients have their policy documents in one place, and your agency has a record of what was delivered and when.
The outcome
Renewal information arrives in one place, with a clear view of what’s still missing.
The outcome
Claim documents in one thread, and fewer sensitive files sitting in old emails.
By line of business
Every client room works the same way. What changes is the paperwork. Invite a business owner’s bookkeeper or a spouse to the same room when they need to see the same documents.
Driver’s licenses, vehicle information, prior declarations pages
Collect household driver and vehicle details in one room instead of a string of texts.
Property details, prior policies, inspection photos, mortgagee information
Gather property information and photos privately, with a record of who downloaded each file.
Applications, loss runs, payroll and revenue figures, schedules
Owners and their bookkeepers upload renewal information to the same room.
Payroll reports, class code details, audit documents
Keep payroll and audit paperwork out of email and together for each renewal.
Applications, beneficiary designations, IDs
Collect application documents and beneficiary forms privately, and send forms for signature in the room.
Certificate requests, contracts, additional insured requirements
Keep contract requirements and certificate requests in the client’s thread.
Photos, repair estimates, police reports, correspondence
Give clients one place to send claim documents when they need help most.
If your agency trades sensitive documents with clients, a room works the same way. We’ll walk through it in a demo.
Book a demoWorks with how you work
There’s nothing to migrate and nothing to connect. LetterGuard works alongside the tools your agency already uses.
Client records, carrier submissions and policies stay where they are. Final documents go into the client file as they do today.
Keep email for everyday mail. Clients get an email notice when there’s something new, and the notice never contains the message or the file.
Keep the calls your clients expect. The documents and written follow-up go to the room, where they won’t get lost.
Protecting client information
Many states have adopted versions of the NAIC Insurance Data Security Model Law, which asks licensees to keep a risk-based information security program, investigate cybersecurity events and notify regulators. Requirements and exemptions, including for small agencies, vary by state.
LetterGuard gives your agency practical protections to use for client documents, and a record of how files were shared, which you can describe in your own program.
LetterGuard doesn’t make your agency compliant with any state insurance law, regulation or carrier requirement, and nothing here is legal advice. Check your state’s rules.
Compare
| Question | Email attachments | Shared drive links | LetterGuard |
|---|---|---|---|
| Where the client conversation lives | Spread across each person’s inbox | Email, with files somewhere else | One room per client, messages and files together |
| Who can open an application | Anyone the email reaches or is forwarded to | Depends on how the link was shared | Room members who sign in with a code |
| Old copies | Copies stay in every inbox | Links work until someone turns them off | Download links expire on their own |
| Who downloaded what | No record | Varies by service and settings | Recorded on every file, with the time |
| Signed forms | Print, sign, scan, send | A separate tool | Signed in the room, with the copy kept there |
| Risky file types | Depends on your filters | Depends on the service | Executables and macro files blocked |
| What the client needs | An inbox | Often an account with the service | An email address and a one-time code |
Have clients upload them to a place only they and your agency can reach after signing in, instead of emailing or texting them. In LetterGuard, documents go into the client’s room, encrypted at rest, and you can see who downloaded each file, and when.
In states that adopted the NAIC Insurance Data Security Model Law, licensees generally need a risk-based information security program, with exemptions that vary by state and agency size. LetterGuard can support your safeguards, but check your state’s requirements.
No. Keep your agency management system, carrier portals and raters. LetterGuard works alongside the tools you already use, with nothing to migrate.
Clients can sign documents you send for signature in their room, from a computer or phone, and the signed copy stays in the room. Follow each carrier’s requirements for its own forms.
They enter their email address and type in the one-time code LetterGuard sends them. There’s nothing to install and no password to forget. Your staff sign in with two-factor login.
Yes. Post the renewal checklist in the client’s room, and the owner or their bookkeeper uploads payroll, revenue and schedules there. Your team sees each upload in one inbox, and download links expire on their own once the renewal is done.
Pricing
Per office, not per seat.
Unlimited staff on every plan, and clients never pay. Plans start at $99/mo.
Also built for
Bring one real client file to a short demo. We’ll show you how applications, policy delivery and renewals would run in LetterGuard rooms for your agency.
Book a demo