Two weeks before
- Pull the current in-force summary or annual statement for every policy and contract the client holds.
- Note anniversary dates, surrender-charge schedules and any rate or cap renewals coming up.
- Check beneficiaries on file against what the client told you last year.
- Send a short note asking about life changes: marriage, divorce, a new grandchild, retirement, a move or a health change.
- Book the meeting and send a calendar invite with a one-line agenda.
Three days before
- Turn the longest document into a short video or one-page summary the client can look at first.
- Build a short review deck: where things stand, what changed, what we will decide today.
- Write down the two or three questions you most need answered in the meeting.
In the meeting
- Confirm contact details, beneficiaries and income needs before talking about products.
- Walk through what is guaranteed and what is not, in the carrier-approved language.
- Agree next steps out loud and write them down together.
Within 48 hours
- Send the written recap with the agreed next steps and any forms.
- Log the review, the changes and the next review date in your CRM.
- Set reminders for anything waiting on the carrier or the client.
These guides are general practice tips, not legal or compliance advice. Always follow your carrier, IMO or BGA and state requirements, and get client-facing material approved before it goes out.