Engineering Blog · Post #54

Unified Transaction Email: Compose to Broker, Internal Teams, or External Parties from Any Submission

One "Compose Email" button. Ten recipient types. Every email saved to the submission's correspondence folder for audit.

The Problem

During the lifecycle of a single submission, an underwriter may need to email: the broker for missing documents, compliance about a clearance issue, claims about loss history, actuarial about rate adequacy, reinsurance about capacity, the insured's risk manager about loss control, and management about an exception. Each of these conversations happens in separate email threads, disconnected from the submission record. When audit asks "what was communicated about this risk?", the answer is scattered across inboxes.

The InsightUW Approach

InsightUW puts a "Compose Email" button on every submission detail. The UW selects the recipient type, fills in the details, and sends. Every email is stored as a Follow Up record tied to that specific submission — creating a permanent, auditable correspondence trail.

graph TD subgraph Compose["Compose Email"] BTN["Click 'Compose Email' on any submission"] Type["Select recipient type: 10 options in 3 groups"] end subgraph Recipients["Recipient Types"] Broker["Broker / Producer"] INT["Internal: UW, Compliance, Claims, Actuarial, Reinsurance, Operations, Management"] EXT["External: Insured, Other"] end subgraph Email["Email Form"] Form["To name + email CC (optional) Subject (pre-populated) Body (free-form)"] end subgraph Store["Record & Audit"] Save["Saved as Follow Up tied to submission id tagged with recipient type"] Audit["Audit entry created Who sent, when, to whom"] end BTN --> Type Type --> Broker Type --> INT Type --> EXT Broker --> Form INT --> Form EXT --> Form Form --> Save Save --> Audit

Ten Recipient Types

Category	Types	Use Case
Broker	Broker / Producer	Missing docs, quote clarification, BOR discussion
Internal	Underwriter	Handoff notes, peer review request
	Compliance	Sanctions inquiry, clearance question
	Claims	Loss history clarification, reserve inquiry
	Actuarial	Rate adequacy review, pricing question
	Reinsurance	Fac placement, capacity inquiry
	Operations	Processing request, system issue
	Management	Exception request, strategic account discussion
External	Insured	Loss control follow-up, coverage clarification
	Other	Inspector, auditor, attorney, TPA

Pre-Populated Fields

When the modal opens:
- To Name — pre-filled with broker name (if "broker" type selected)
- Subject — pre-filled: RE: Apex Medical Group — D&O (SUB-2026-D&-0001)
- Sent By — pre-filled with assigned UW

Stored for Audit

Every sent email creates:
1. Follow Up record with follow_up_type = "transaction_email", tagged with recipient_type
2. Audit Entry with full details (who sent, to whom, subject, timestamp)

Both are queryable by submission — so the full email history for a submission is always available.

LOB-Specific Example

Property for Quantum Data Centers:

David Kim is underwriting a $25M property submission. Over the course of 2 weeks, he sends 5 emails from the submission detail:

Broker (Gallagher) — "Please provide updated SOV with construction details"
Actuarial — "Can you review the rate adequacy for this data center class?"
Reinsurance — "Do we have fac capacity for a $25M single-risk data center?"
Claims — "Can you pull the insured's prior claim history from the legacy system?"
Insured (via broker) — "Loss control inspection scheduled for April 28"

All 5 emails are stored on the submission. When David's manager opens the submission, they see the complete communication history without asking David for forwarded emails.

What This Means for Underwriters

One tool for all communication — broker, internal, external, all from the same button
Always tied to the submission — no orphaned emails in personal inboxes
Audit-complete — every email is stored with sender, recipient, subject, body, and timestamp
Handoff-ready — if the submission transfers to another UW, all correspondence transfers too
10 recipient types — covers every party an underwriter might communicate with about a risk

What's Next

Next: Central Correspondence Folder — All Emails for a Submission in One Audit-Ready View

Want to see unified transaction email in your workflow? Request a demo.