Renewal Optimization Metrics Report Template

Author: Laksh Pujary, Founder @ Autoikigai For: Independent Insurance Agencies ($1M-$10M Written Premium) Last Updated: May 2026

Why You Need This Report

Most agencies track retention as a single number. “We retain 87% of clients.” That tells you almost nothing. You don’t know which lines are bleeding, which producers are losing renewals, or which carriers are pushing non-renewals that tank your book.

This template breaks renewal performance into the metrics that actually predict revenue trajectory.

Core Metrics Dashboard Layout

+------------------------------------------------------------------+
|                    RENEWAL PERFORMANCE DASHBOARD                  |
|                         Month: ________                          |
+------------------+-------------------+---------------------------+
|  RETENTION RATE  |  REVENUE RETAINED |  TOUCH-TO-RENEWAL RATIO  |
|     ____%        |    $__________    |        ____:1            |
+------------------+-------------------+---------------------------+
|                                                                  |
|  +-- BY LINE OF BUSINESS --+    +-- BY CARRIER -----------+     |
|  | Personal Auto:   ____%  |    | Progressive:     ____%  |     |
|  | Homeowners:      ____%  |    | Hartford:        ____%  |     |
|  | Commercial Auto: ____%  |    | Travelers:       ____%  |     |
|  | BOP/GL:          ____%  |    | Nationwide:      ____%  |     |
|  | Workers Comp:    ____%  |    | Liberty Mutual:  ____%  |     |
|  | Umbrella:        ____%  |    | Safeco:          ____%  |     |
|  +-------------------------+    +--------------------------+     |
|                                                                  |
|  +-- LOST REVENUE ANALYSIS ---+                                 |
|  | Policies Lost:     ____    |                                 |
|  | Premium Lost:   $______    |                                 |
|  | Avg Lost Policy: $______   |                                 |
|  | Top Reason:  ___________   |                                 |
|  +----------------------------+                                 |
+------------------------------------------------------------------+

Metric Definitions & Benchmarks

Metric	Definition	Poor	Average	Top 10%
Retention Rate (Overall)	Policies renewed / policies up for renewal	<80%	85-89%	93%+
Revenue Retention	Premium $ renewed / premium $ up for renewal	<82%	87-91%	95%+
Touch-to-Renewal Ratio	Total touchpoints / successful renewals	>8:1	4-6:1	2-3:1
Time-to-Renewal	Days before expiration when renewal is confirmed	<7 days	15-30 days	45+ days
First-Contact Resolution	Renewals confirmed on first outreach	<30%	45-55%	70%+
Rate-Increase Retention	Retention when premium increases >10%	<60%	70-75%	85%+

Carrier-Specific Renewal Tracking

Track each carrier separately. Their appetites shift, and a carrier pulling back from a class will silently destroy your retention.

Carrier	Policies Up	Renewed	Lost	Non-Renewed (Carrier)	Rate	Avg Increase
Progressive
Hartford
Travelers
Nationwide
Liberty Mutual
Safeco
(Add rows)

Key insight: If a carrier’s non-renewal count spikes, that’s not a retention problem — it’s a market access problem. You need to get ahead of it.

Revenue Retained vs Lost — Monthly Tracker

Month	Premium Up for Renewal	Premium Renewed	Premium Lost	Net Retention %	Cumulative YTD
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec

Lost Policy Analysis Template

For every lost policy, log:

Field	Value
Client Name
Policy Type
Annual Premium
Years as Client
Reason Lost	Price / Service / Carrier Non-Renewal / Life Event / Competitor
Competing Quote (if known)
Touchpoints Before Loss
Escalated to Producer?	Y/N
Win-Back Attempted?	Y/N
Win-Back Result

Pulling This Data From Your AMS

Applied Epic

Report: Policy Transaction Report filtered by “Renewal” and “Cancellation” transaction types
Date range: Filter by policy effective date for the reporting month
Export: CSV export, pivot in Excel or feed into dashboard

AMS360

Report: Retention Analysis report under Management Reports
Filter: By branch, producer, line of business
Note: AMS360’s built-in retention report doesn’t separate carrier non-renewals. You’ll need to cross-reference with cancellation reason codes.

HawkSoft

Report: Policies Expiring report + Cancellation report
Combine: Match policy numbers across both to calculate true retention
Limitation: HawkSoft requires more manual work here. Consider exporting to a spreadsheet.

Automation Opportunities

An AI employee can automate 80% of this reporting:

MANUAL PROCESS (4-6 hours/month):
  Pull reports from AMS
  Cross-reference renewals vs cancellations
  Calculate metrics per carrier/line
  Build dashboard
  Identify trends
  Flag at-risk renewals for next month

AUTOMATED PROCESS (15 minutes/month -- review only):
  AI pulls data via AMS API or scheduled export
  Auto-calculates all metrics
  Generates dashboard + trend analysis
  Flags carrier appetite shifts
  Predicts next month's at-risk renewals
  Sends weekly digest to producers

Action Items From This Report

Every month when you review this dashboard, answer these five questions:

Which line of business has the worst retention trend over the last 3 months?
- Root cause? Price? Service? Market?
Which carrier is non-renewing the most policies?
- Do you have alternative markets ready?
What’s the average premium of lost policies vs retained?
- If you’re losing high-premium accounts, that’s a different problem than losing small ones.
Are any producers significantly below the agency average?
- Training issue or book-quality issue?
Is your touch-to-renewal ratio improving?
- More touches per renewal = inefficiency. Fewer = better process or better automation.

Next Steps

If you’re tracking none of this today, start with three numbers:

Overall retention rate
Revenue retained
Lost policies by reason

Build from there. Or let an AI employee generate this entire report automatically every month.

Built by Autoikigai — AI employees for insurance agencies.