# Mid-Pilot Reset — Email Template

**Context:** A pilot is mid-flight without a signed Pilot Charter or documented success criteria. This is the pattern to retroactively put the structure in place — framed as making sure both sides extract maximum value, not as "we screwed up."

**Tone goals:** Collaborative, low-friction, treats the carrier as a partner. The carrier champion should read this and think *"this is sharp — they're trying to make sure we both win."*

**Recommended send:** From the AD's Seek Now email to the Carrier Pilot Champion. Optional CC to the carrier exec sponsor if relationship supports it.

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## Subject line options (pick one)

1. **[Carrier] × Seek Now pilot — aligning on success measures**
2. **Quick alignment on what "success" looks like for our pilot**
3. **30 min to lock in pilot measurement framework — your team's input wanted**

Recommendation: **#1** — direct, no urgency signal that would alarm.

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## Email body

Hi [Champion first name],

Quick note as we're heading into Day 30+ of the FastEstimate pilot — wanted to propose we sit down for 30 minutes to lock in how we'll measure success and align on what data we'll exchange through the rest of the pilot.

We've been heads-down on adjuster onboarding and getting volume through the system, which is going well — but I want to make sure we're set up to bring you and your team a clean, defensible readout at the end of the pilot, not just anecdotes. That means agreeing now on:

- **What "success" looks like for [Carrier] specifically** — adoption? Cycle time? Supplemental rate? Likely all three, but I want to hear which matters most to your team
- **The handful of metrics** we'll track through the rest of the pilot. Most of these are things Seek Now captures automatically on our side — we only need three simple data points from you per closed claim (supplemental count, payment date, was-it-reopened)
- **Decision criteria** for the end of the pilot — what tells us this is a go to expand vs. course correct vs. wind down

I've put together a 1-page Pilot Charter we can use as a starting point — it's structured so we fill it out together on the call, and you walk away with a signed document that gives both sides a clear scoreboard. The carrier ask is intentionally light — three fields per claim sent as a monthly CSV, no IT lift required.

Two reasons I think this is worth a half hour:

1. **It tightens the eventual readout.** If we measure against documented targets you've co-signed, the final conversation with your leadership is much sharper — and you have ammunition to expand internally if the numbers land where we think they will.
2. **It surfaces anything we should be doing differently in the time we have left.** Better to course-correct now than at the end of the pilot.

I have time **[propose 2–3 specific 30-min slots in the next 7 days]**. Open to whoever else on your side should be in the room — your data person, claims ops director, or just the two of us. Your call.

Thanks — looking forward to comparing notes on what's working.

— [AD Name]

[AD Name]
[Title] | Seek Now
[phone] | [email]

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## Internal prep checklist (before the call)

Bring to the meeting:

- [ ] Draft Pilot Charter (printed + emailed PDF) — Section 1 (carrier name, dates) pre-filled. Sections 2–7 blank for joint completion.
- [ ] Baseline Snapshot (printed) — 6 quick questions for the carrier. Best-guess numbers are fine.
- [ ] Sample readout one-pager (printed) — show them what their final readout will look like. Visualizes the "scoreboard" you're proposing to build together.
- [ ] Capture: their answer to "what does success look like for your team" — verbatim, to mirror back in the readout

## Anticipated objections + responses

**"We already discussed objectives at kickoff."**
Acknowledge — yes, directionally. The Charter formalizes it so we have a shared document. Takes 30 minutes; saves us 3 weeks of back-and-forth at the readout stage.

**"We can't dedicate engineering time to data feeds."**
Good news — we're not asking for that. The carrier data ask is three fields per closed claim, sent as a monthly CSV. No IT integration needed. Seek Now handles the rest from our own operational data.

**"Why now, mid-pilot?"**
Because the final readout is around the corner and I want it to land hard. If we wait, we end up making a decision on incomplete data — that's bad for both teams.

**"Can we just keep going and recap at the end?"**
We can — but pilots without a documented success bar end up debated rather than decided. Half an hour now buys us a clean expand-or-not conversation later.

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## After the call — within 48 hours

1. Send the completed Charter (PDF) to champion + exec sponsor for sign-off
2. Confirm data exchange cadence (monthly CSV format/recipient) in writing
3. Send a calendar invite for the final pilot readout
4. Loop your internal sponsor in with a short summary: *"Charter signed with [Carrier]; here's what we're measuring; final readout on [date]."*