The holidays are chaotic enough without technical hiccups frustrating your clients. Policyholders are trying to wrap up renewals, get proof of insurance for year-end filings, or finalize new coverage before January. Your staff is juggling PTO, last-minute requests, and fourth-quarter closeouts.
The last thing your agency needs is to lose trust over something preventable—like an outdated voicemail or incorrect business hours.
Think of this as your Salt Lake City insurance agency’s "Holiday Tech Etiquette Guide" – because no agency wants to be the reason a client spends their afternoon locked out of a claims portal or waiting on a call that never comes.
Update Your Online Hours (Before a Client Gets Frustrated)
Imagine this: A commercial client makes the drive from Ogden thinking your agency is open, only to find dark windows and a locked door because your Google hours were outdated.
That’s not just frustrating—it’s a trust issue.
What to update:
- Your Google Business Profile (start here)
- LinkedIn, Facebook, and Yelp (if your agency is active)
- Your website header or alert banner with specific holiday hours
- Apple Maps and Bing Listings (people still use them)
Sample message:
"Happy Holidays! Our team will be offline from Thursday, Nov. 28 through Sunday, Dec. 1 for family time. We'll resume regular hours Monday morning, bright and early."
Set Human Out-of-Office Replies (Not Robotic Ones)
If your producers, account managers, or support staff are out, make sure their auto-replies reflect it—and sound like a real person, not a system error.
Sample out-of-office message:
"Thanks for reaching out. Our agency is closed from Nov. 28 to Dec. 1 for the holiday weekend. We'll respond as soon as we return. For urgent needs, please call our client line at (XXX) XXX-XXXX. Enjoy your holiday and stay safe!"
Keep Out-of-Office Replies Professional (Not Personal)
Avoid giving away too much detail. Clients don’t need to know your team is skiing in Park City or hosting a company party at The Grand America.
Over-sharing can compromise security and distract from your professionalism.
Keep it focused on:
- The dates you’ll be out
- When you’ll return
- Who to contact in your absence
Save the behind-the-scenes for internal chat threads or agency socials.
Test Your Voicemail (Before Clients Do It for You)
The holidays create a surge in client inquiries—whether it’s billing questions, policy changes, or certificate requests. If your voicemail still says "we're open," but you're not, it sends the wrong message.
Pro tip: Call your own agency. See what your clients hear.
Sample voicemail:
"You've reached Callahan Insurance. We're closed for the Thanksgiving weekend and will reopen Monday, Dec. 2. Leave a message and we'll get back to you promptly. For emergencies, press 1 to reach our on-call team."
Communicate Carrier & Shipping Deadlines (Before It's Too Late)
If you work with carriers that issue hard-copy policies, ID cards, or compliance documents by mail, make sure clients know when final orders must be submitted.
Or if you’re mailing out promotional gifts or holiday cards, be proactive about deadlines.
Late mail feels like a broken promise. Clear communication feels like professionalism.
The Bottom Line: Tech Etiquette Builds Trust
Reliable IT services for Salt Lake City insurance agencies aren’t just about cybersecurity and compliance audits. They’re about creating seamless, respectful experiences that make clients feel valued.
The little things—accurate listings, updated voicemails, timely reminders—are what separate a polished, trustworthy agency from one that leaves people guessing.
These tech etiquette tips might seem minor, but they make a major impact during the busiest season of the year.
Because let’s face it: Nobody remembers the agency that quietly got it right. But they definitely remember the one that didn’t.
Want to make sure your systems, call flows, and client experience are dialed in before the year wraps?
Click here to schedule your free network assessment with Qual IT
Because your agency deserves an IT partner who understands how insurance really works in Salt Lake City.
