When you pay for insurance coverage, you expect to get monetary benefits in the event of certain situations such as accidents or illness. You may need to write a letter to an insurance company requesting money when you have a claim. Chat with an attorney before you fire off your letter to make sure you hit all the high notes. Keep your letter concise to ensure effective communication. With carefully worded correspondence, you have a better chance of getting a timely response.
Enter the current date at the top of the document, justified with the left margin. Skip one line and place your full address, also justified with the left margin. Skip one line and place the name of the insurance company representative with whom you've been in contact, the name of the insurance company and the insurance company address.
Skip one line and write a subject line. For example, you might write “Re: Account Number 48392F-2983, Lucinda Smith.”
Skip another line and write a salutation for the letter, using the representative’s name. For example, you might write, “Dear Ms. Farworthy.” Follow the salutation with a colon.
Begin the letter by stating the purpose in the first paragraph. For example, you might write, “This letter is a request for a review of coverage and an issuance of benefits for account 48392F-2983, Lucinda Smith.”
Provide details that support your request in the second paragraph. Explain the expenses or charges you have incurred that fall under your insurance benefits, including dates and professionals who have provided you with service. Refer to the portion of your policy that covers your damages. For example, you might write, “I, Lucinda Smith, suffered an injury on March 23, 2012, as I entered the West Mall. Due to a faulty step at the doorway, I fell and broke my ankle. Subsequently, I have undergone medical care to mend the broken bone. My policy covers this injury in subsection 3b.”
Outline your desires in the third paragraph, being direct and specific in your request. Include the dollar figure you are requesting from the insurance company. Mention any supporting documents that you have enclosed with the letter as evidence of your claim such as police reports of the incident, medical bills and documentation of lost wages from time off. For example, you might write, “I would like to be reimbursed for my injuries. Please remit $4,500 dollars to cover medical expenses. I have enclosed medical bills to support my request.”
Mention any additional contact you've had with the insurance company regarding this claim. If you spoke with a representative by phone, mention the date, time and the rep's name. If you made agreements or received promises, mention this information. For example, you might write, "I spoke with general claims agent Tom Andrews on April 2. At that time Agent Andrews explained the process and recommended that I write this letter."
Conclude the letter with a final statement about your intentions. For example, you might write, “Please respond to my request by May 31, 2012. If I do not receive a response by this date, I may initiate legal proceedings.”
Close the letter by writing “Sincerely” and following it with a comma. Skip four lines and type your name. Sign the letter in the space between the closing and your typewritten name.
Skip one line and enumerate any enclosures. Write the name of each document you are enclosing with the letter.
Make at least one copy of the letter for your records. File this copy away for safe keeping.
Fold the letter into thirds and insert it into a business envelope. Add the enclosure documents to the envelope.
Send the letter by certified or registered mail to provide you with proof of mailing.
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