For insurance agents and brokers

For insurance agents and brokers: the renewal email, four hundred times a year

What does this cover. Why has it gone up. Can you get me a better price. I need a certificate by Friday. Somebody hit the van. Every one of those is an email that has to be answered carefully, because a number in it is going to be relied on, and every one of them has to be answered again next month for somebody else. The renewals alone are a year-long conveyor belt.

MailTwin writes those emails from your notes. You type the points, it writes the finished message in your own words, and the figures you typed stay exactly as you typed them. You read it and send it.

What that looks like on a renewal morning

Select the client's message in Apple Mail, type what the answer needs to say, and MailTwin writes the complete email into the reply window — greeting, every point in full sentences; Mail appends your own signature.

You type	You get
renewal 14 March, premium up 6% after the claims year, can remarket if they want, need the current mileage	A renewal notice that explains the increase in plain terms, offers to shop it, and asks for the one thing you need back
quote is 1,240 a year, 500 excess, legal cover included, valid 30 days, need the no-claims proof to bind	The quote email with every term stated, the validity period, and exactly what has to arrive before it goes on cover
claim logged, ref from the insurer to follow, adjuster calls within 5 working days, keep the damaged unit	A claims update that sets the timetable and gives the one instruction that stops a claim going wrong
certificate attached, covers the contract value, additional insured named as requested, call if the landlord wants the wording changed	The cover note that goes with a certificate, so the client can forward it without a second email

It is not that any one of those is hard. It is that there are thirty of them before lunch on a busy day.

The figures are the whole email

A premium, an excess, a renewal date, a policy number. The rest of the email is courtesy; the figures are what the client will act on, and a wrong one is a complaint at best. When MailTwin rewrites a draft you have already written, a validator checks the result before it reaches you and rejects it if a number, a date, an amount, a link or an email address has changed. That guard runs every time.

What it cannot do, and this is the line to remember, is judge whether a new sentence is true. It does not know what the policy covers. Type the wrong excess and you will get the wrong excess in a well-composed sentence. It only knows what you typed and what was in the message you selected. Reading the draft before it goes is still the job.

Personal lines, commercial lines, and the insurer

The email to a retired couple about their home cover and the email to an underwriter about a fleet schedule are written by the same person in two different registers. MailTwin learns voice separately for every mail account, from that account's own sent mail. If personal lines and commercial go out of separate addresses, or client correspondence and insurer correspondence do, each keeps its own register and switching mailbox switches the voice. If everything goes out of one address, you get one learned voice and steer the individual email by what you type.

The claim thread with sixty messages in it

A contested claim generates a thread nobody wants to reread: adjuster, client, contractor, the client again. MailTwin summarizes a long thread and pulls out the open actions, which is what you want on the Monday it lands back on your desk. It also improves a draft you have already written, including inside Mail's own compose window, and translates when a client or a supplier writes in another language.

The honest version of the time saving

Christopher Naas, who makes MailTwin, says it saves him an hour or more on a busy email day. That is his experience and not a promise about a brokerage inbox, and anyone quoting you a precise figure is guessing. What holds is the shape of it: the time was never in the difficult coverage question. It was in the thirty routine renewals and updates around it.

What it will not do

It does not connect to your agency management system, a carrier portal, a rating engine or a document store, and it does not know what any policy says. It is not a record-keeping tool: your sent folder and your own procedures remain the record, and whatever your regulator or your errors-and-omissions cover expects of your correspondence is unchanged. It will not read your inbox on its own, answer anyone without you, or send anything you have not looked at; there is no autonomous mode. It is macOS 13 or later only, Apple Mail only, with no iPhone or iPad app. It needs two macOS permissions on the first run, Automation for Mail and Accessibility, which is a few minutes in System Settings and cannot be skipped, because Apple deliberately does not let an app grant itself access to your mail. And if your replies are mostly one line, it will not help you much.

Where client information goes

MailTwin has no AI of its own. You choose one of nine engines and supply the key. Three of them, Apple Intelligence on macOS 26 or later, Ollama, and a local OpenAI-compatible server (oMLX, LM Studio, llama.cpp), run on the Mac itself, and with those the message is never transmitted at all. With a cloud provider, the request goes from your Mac straight to that provider, together with a short sample of your own sent mail so the reply sounds like you. Your voice index stays on the Mac. Nothing goes to MailTwin, because there is no MailTwin server and no MailTwin account for it to go to.

If the office rule is that client data does not go to a cloud AI service, the on-device engines are a complete answer rather than a reduced version of the app, and everything on this page works with them.

For associations and broker networks

If you run a professional body or a network and want to look at this before your members do, write to [email protected] and licences for the office will come back, no conditions and nothing expected in return. Endorsements are not asked for and not implied. MailTwin is made by Smilodon AS, a one-person company in Norway, and the person who answers that address writes the code.

Common questions

Does MailTwin know what a policy covers?

No. It does not read your agency management system, a carrier portal or a policy document, and it will not look anything up. You type the answer, the premium, the excess, the renewal date, and it writes the email around what you typed. If a coverage question needs the wording checked, check the wording; the tool only knows what you tell it.

Could it alter a premium or a renewal date on its way into the email?

When it rewrites a draft you have already written, a validator rejects the result if a number, date, amount, link or email address has changed, and that runs every time. It cannot judge whether a new sentence is true, so a wrong excess you typed will come back written out neatly. Every draft is read by you before it goes, and nothing is ever sent on its own.

Does client information go to a third party?

You choose the AI engine from nine. Apple Intelligence on macOS 26 or later, Ollama, and a local OpenAI-compatible server run on the Mac itself and transmit nothing. With a cloud provider the request goes from your Mac straight to that provider under your own key, together with a short sample of your own sent mail so the reply sounds like you. There is no MailTwin server and no MailTwin account in any configuration.

Is it a record-keeping or compliance tool?

No. It writes drafts inside Apple Mail. Your sent folder, your agency system and your own procedures remain the record, and whatever your regulator or your errors-and-omissions cover expects of your correspondence is unchanged by using it. MailTwin makes no compliance claim of its own.

What does it cost, and is it per seat?

A one-time licence with a 30-day full trial and no card to start, and a five-licence pack for an office. The engine is separate: the three on-device engines cost nothing to run, and a cloud provider bills you directly for what you use, usually a few cents a day at ordinary volumes. The app shows a running total.

Try it on a renewal month

Thirty days, every feature, no card. A month with a renewal run in it is the only test that counts.

Download MailTwin →

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