2027 Medicare Retention Letter Program

Your Clients Are About to Get a Lot of Mail. Make Sure Yours Arrives First.

Every fall, the same thing happens. Somewhere around the end of September, your clients’ mailboxes start filling up. Then come the emails. Then the texts. Then the phone calls, sometimes several a day, from carriers, from call centers, and from agents who have never met them.

Most of that outreach has one goal: to get your client to compare plans with someone other than you.

You cannot stop it. What you can do is get there first.

The Medicare Member Retention Program opens August 11 and runs through September 30. Qualifying agents can mail up to 1,000 clients a customized letter at no cost, with the goal of reaching mailboxes before AEP outreach picks up.

Why retention is worth the effort

Acquiring a new client takes time, effort, and marketing dollars. Keeping a client you already have is almost always more valuable, and almost always cheaper.

But the real case for retention is not about cost. It is about what your clients are thinking when Medicare changes land. They want to know someone is available to answer their questions. When a plan notice shows up and they are not sure who to call, they tend to call whoever contacted them most recently. That is the whole game.

A simple reminder that you are still their trusted resource can be the difference between a renewal and a lost client.

What you get

This program was built to take most of the work off your plate. Qualifying agents receive a professionally produced mailing, an online letter builder that takes only a few minutes to use, a personalized Simply Enroll QR code printed on the letter, carrier-specific tutorials for downloading your book of business, and an Excel template for submitting your client list.

The letter builder includes both English and Spanish versions. Select the language tab that fits the clients you are writing to.

You will not be writing anything from scratch. You choose from pre-approved content, which keeps your message personal and compliant at the same time. The envelope carries your name and reads, "A message from your local Medicare agent."

What happens after the letter lands

This is the part agents tend to underuse.

When your client scans the QR code on the letter, they land on your Simply Enroll page, where they can securely update the information you need to prepare for their annual review, including the Scope of Appointment.

That changes the shape of the appointment. Instead of spending the first fifteen minutes collecting basic information, you walk in with most of it already in hand and spend that time on the conversation that actually matters.

The letter is a starting point, not the strategy. Download the emailed PDF copy of your letter and use it to text and email those same clients. When intake forms come in, follow up promptly and get the review on the calendar. The agents who get the most out of this program treat the mailing as the first touch, not the only one.

Do you qualify?

To participate at no cost, you need at least four of the six qualifying Medicare Advantage contracts through The Brokerage Inc.: Aetna, HealthSpring, Devoted Health, Humana, UnitedHealthcare, and Wellcare. You also need to be using Simply Enroll to activate the client intake process.

If you do not currently hold four of the six, you may still be able to participate by covering the mailing cost. Pricing varies, so reach out to Zoe Blackney for details.

A few ground rules. This is for existing Medicare clients, including Medicare Advantage and stand-alone Part D, provided those contracts are through The Brokerage Inc. It is not a prospecting program, so new leads should not be included. Each mailing is capped at 1,000 records.

Getting started

Everything lives in BrokerLink. Click below to login and get started.

Submit by September 15 if you can. The final deadline is September 30, but earlier is better. Processing and approval take 2 to 3 business days, letters mail within 24 to 48 hours after that, and delivery can take up to 14 days.

Your book of business is the most valuable asset you have. Spend a few minutes in August protecting it.

Questions about eligibility, pricing, or the submission process? Contact Zoe Blackney at [email protected].