Client Meeting Agenda Templates

Structured agenda templates for initial consultations, annual reviews, and claims discussions.

Last reviewed: 5 January 2026

Structured agendas help ensure meetings are productive and all necessary topics are covered. Adapt these templates to your specific meeting requirements.

Initial Consultation Agenda

First Meeting with Prospective Client

  1. Introductions (5 mins)
    • • Who we are and how we work
    • • Overview of our services
  2. Understanding your business (15 mins)
    • • Business activities and operations
    • • Current challenges and concerns
  3. Current insurance arrangements (10 mins)
    • • Existing coverage review
    • • What's working and what isn't
  4. Identifying your needs (15 mins)
    • • Coverage requirements
    • • Budget considerations
    • • Priorities and concerns
  5. Our process and next steps (10 mins)
    • • How we'll proceed
    • • Information we'll need
    • • Timeline expectations
  6. Questions and wrap-up (5 mins)

Annual Review Agenda

Existing Client Annual Review

  1. Business update (10 mins)
    • • Changes since last review
    • • Future plans and developments
  2. Coverage review (15 mins)
    • • Current policies and limits
    • • Adequacy of coverage
    • • Gaps or overlaps
  3. Claims experience (5 mins)
    • • Review of any claims
    • • Near-misses or concerns
  4. Market conditions (5 mins)
    • • Insurance market update
    • • Expected trends
  5. Recommendations (10 mins)
    • • Suggested coverage changes
    • • Risk management improvements
  6. Renewal planning (10 mins)
    • • Timeline and process
    • • Information requirements
  7. Questions and actions (5 mins)

Claims Discussion Agenda

Claims Review Meeting

  1. Claim overview (5 mins)
    • • Current status summary
    • • Key dates and deadlines
  2. Documentation review (10 mins)
    • • What's been submitted
    • • Outstanding requirements
  3. Insurer position (10 mins)
    • • Coverage response
    • • Any issues or disputes
  4. Next steps (10 mins)
    • • Actions required
    • • Expected timeline
  5. Questions (5 mins)

Meeting Preparation Tips

  • Send agenda to client in advance
  • Review client file before the meeting
  • Prepare any relevant documents or reports
  • Note specific questions to ask
  • Allow time for client questions
  • Document outcomes and actions

Related Resources