10 Tips for Shutting the Doors Without Losing Your Mind or Your Clients
Running a one-person insurance agency can feel like being the CEO, the receptionist, the claims processor, and the janitor all at once. So the idea of taking an actual vacation… sounds like a fairytale.
But guess what? You can step away, recharge, and return without the agency burning down or a client revolt waiting in your inbox. The key is planning, boundaries, and a few clever systems.
Here are 10 real, doable tips for shutting your agency “off” for a week so you can enjoy some damn peace and quiet.
Most agents are scared to admit they’re human. But a short, proactive email or text to your book of business that says:
“Hey! I’ll be out of the office from [DATE] to [DATE] and won’t be checking messages. If you need help during that time, here’s what to do…”
It sets expectations, creates boundaries, and shows clients you’re professional and human. Most will appreciate the honesty and not bother you.
This is your MVP. Even if you don’t have a VA full-time, hire one for vacation coverage. They can:
Answer calls and emails.
File service tickets.
Handle simple requests that do not require a license
Alert you only if it’s truly urgent.
Platforms like Upwork, OnlineJobs.ph, or VA placement services for insurance agents make this easy. Bonus: some VAs already know your carriers and CRMs.
Your marketing doesn’t have to sleep just because you’re in a hammock. Use tools like:
Canva for social posts.
AgencyZoom/HawkSoft/NowCerts for automated renewals and touchpoints.
Mailchimp or ConvertKit for scheduled newsletters.
Clients will still see you’re present even if you’re not answering the phone.
This isn’t the time for “I’m out, sorry!” Instead, make it bulletproof:
List your return date.
Point to your VA or carrier phone numbers.
Offer emergency guidance.
Example:
“I’m out of the office until [DATE]. During this time, my assistant [NAME] is monitoring voicemails and emails at [CONTACT INFO]. If it’s urgent, she’ll get in touch with me. Otherwise, I’ll respond when I return.”
Run a report for:
Upcoming renewals.
Pending claims.
Open service tickets.
Clients on the edge of a meltdown.
Call or email those people before you leave. It saves you from being interrupted mid-vacation and earns you major professionalism points.
If you’re set up with carrier service centers—use them. Make sure your clients have:
The correct numbers.
Their login info.
Your endorsement that it’s okay to call them directly.
Let your clients know they don’t have to wait for you. It empowers them and relieves you.
Vacations are pointless if you’re checking your phone every hour.
Delete work related apps temporarily.
Disable email previews and badge alerts.
Let your VA text you only if the office is on fire or someone is suing you.
Out of sight, out of stress.
Don’t book anything the day you return. Hell, don't even go to the office. Give yourself one full day of silent inbox triage, phone catch-up, and caffeine-powered problem-solving before jumping back into client meetings and employee issues.
Coming back from vacation shouldn't feel worse than leaving for it.
If you're too nervous to go totally dark, set ONE short time block (maybe 30 minutes every other day) to check in with your VA and skim your inbox. Do not let clients know this window exists. Do NOT go over 30 minutes. Do NOT stress over any of it.
This is your mental insurance policy. Use it only if your brain is playing “what if” games.
Still terrified? Try a mini-vacation. Plan a Friday–Monday escape and test all these systems. If it works (and it will), you’ll be confident to expand to a full week next time.
Vacations aren't selfish—they're sustainable. A rested agent is a better agent. Your clients need you healthy, sharp, and sane.
So go ahead. Put the flip-flops on. Set your away message. Let your VA babysit your inbox.
Your agency—and your peace of mind—deserve it.
Want help finding a trained VA or setting up those automations before you peace out? Check out Agency VA, one of our trusted partners and recommendations. They have lots of options licensed and unlicensed, already trained in the industry, ready to go.
☀️🏝️ You’ve earned it.