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Letter Of Representation To An Insurance Company: How To, Templates & Examples

Letter of Representation to an Insurance Company

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One thing most people do is to get insurance so that it can be helpful in case of some unfortunate events. But the process of getting the claim from an insurance company is a long one. It requires a lot of documentation, with attorneys from both sides sending various formal documents to each other. One such document is a letter of representation to an insurance company.

The whole process of an injury claim from an insurance company is very detailed and confusing. The process involves a number of rules and requirements. victims might not have experience of dealing with an insurance company and going through this rigorous process. This can lead to a situation where the insurance company might take advantage of the situation of an inexperienced victim. Thus, it becomes imminent to hire an attorney to legally represent you. An experienced attorney will become the mediator between you and the insurance company and will help in protecting your rights by saving you from the wrong tactics of the company. The starting point of this conversation is a letter of representation to an insurance company. The attorney will take over the communication with the insurance company by sending this letter. 

This article will guide you about the basics of a letter of representation to an insurance company. Starting from the definition of this document, we will guide you on how to write this letter. In the end, we have some sample letters of representation to an insurance company that can be useful in different circumstances.

What is a Letter of Representation to an Insurance Company?

A letter of representation to an insurance company is a formal notice sent to the insurance company by an attorney hired by the victim. It is the first means of communication between both sides. The letter aims to give all the necessary information about the injury claim to the insurance company. It confirms the coverage of the claim to the insurance company while letting them know about the legal representation of the victim through an attorney. 

The letter is usually printed on the letterhead of a law firm and treated as a formal and official document. It is signed by the attorney who takes care of the whole issue of the claim. The letter of representation to an insurance company sent by a lawyer also acts as an assertive letter as it involves a legal aspect. Getting your case heard by the insurance company through a lawyer is a great idea as by doing so you can be stress-free about communicating with the insurance company. You can focus on your recovery while your attorney sends a letter of representation to the insurance company and claims your insurance for you

When is a Letter of Representation to an Insurance Company Required?

A letter of representation to an insurance company is required when you get injured in an unfortunate incident and want to claim insurance from the company. It is usually required when you hire a lawyer to represent your case and the lawyer carries out the communication with the company on your behalf. Some of the instances when this letter can be required are listed below:

  • When your client has undergone an accident and wants to request information about the insurance claim.
  • This letter can be sent if you want to request the company to give the insured amount to your client in the instance of your client getting injured.
  • The attorney can also send this letter if the insurance company has denied the claim and you want to get information about the same.

These were just some of the instances when a letter of representation to an insurance company can be required. However, to be precise, this letter can be sent by your attorney whenever you get an injury and want to claim insurance from the company.

Tips for Writing an Effective Letter of Representation to Insurance Company

Letter of Representation to Insurance Company should be written in a specific and clear manner. Below are some of the tips and tricks for writing an effective and powerful letter of representation to the insurance company. You should follow the below tips to make writing a letter of representation to an insurance company task easier. 

  • The very first and most important thing is the format of the letter. The correct format is given below for your reference.

Sender’s Address

Sender’s Email Address

Date

Name of the Receiver

Address of the Receiver

RE: Letter of Representation to the Insurance Company

Our Client: Please input the name of the client

Claim No.: Please input the policy claim number

Date of Injury: Please input the date of the accident/ incident 

Policy Holder: Please input the name of the policyholder 

Dear Mr.ABC,

(Body of the Letter)

Sincerely,

(Signature)

Sender’s Full Name

  • Mention the intention behind writing the letter clearly.
  • Always mention the incident clearly and concisely. Take due care of mentioning the correct date of the incident, policy number, and details of the victim.
  • Send the letter as early as possible to get the claim sanctioned at the earliest.
  • Keep the language and tone of the letter formal.
  • Do not forget to sign the letter in your name and put the stamp, if applicable.

Sample Letters of Representation to Insurance Company

Some of the sample templates for letters of representation by an attorney to an insurance company are given below. These are ready-to-use free templates that you can send to the insurance company by just making some customizations to them. These can also be helpful if you want to get an idea about the letter before writing one.

Sample #1 (Letter of Representation to Insurance Company Requesting for Insurance Policy Information)

Sender’s Address

Sender’s Email Address

Date

Name of the Receiver

Address of the Receiver

RE: Letter of Representation to the Insurance Company

Our Client: Please input the name of the client

Claim No.: Please input the policy claim number

Date of Injury: Please input the date of the accident/ incident 

Policy Holder: Please input the name of the policyholder 

Dear Mr.ABC,

XYZ Firm has been retained to represent the interest of _______, who has incurred multiple injuries as a result of the car accident with your insured. The injuries incurred by my client include leg fracture, broken wrist, and many facial and tooth injuries. The accident took place on (Please input date of accident) at (Please input accident location). This letter serves the purpose to notify you that my client has a claim against the fault of the driver, who is an insured client by your company.

On behalf of our client, we request you kindly provide complete insurance details of policies issued to your client. The details of all the policies issued to the policyholder, coverage areas, and limits of coverage covered in the policy.

We trust and believe that your company will provide the mentioned information within the statutory period. Kindly be noted that your insurance company does not have permission to contact our clients directly. Please contact our firm at your earliest convenience in case your insurance company needs anything further information.

Sincerely,

(Signature)

Sender’s Full Name

Sample #1 Letter Of Representation To An Insurance Company

Sample #2 (Letter of Representation to an Insurance Company)

Sender’s Address

Sender’s Email Address

Date

Name of the Receiver

Address of the Receiver

RE: Letter of Representation to the Insurance Company

Our Client: Please input the name of the client

Claim No.: Please input the policy claim number

Date of Injury: Please input the date of the accident/ incident 

Policy Holder: Please input the name of the policyholder 

Dear Mr.ABC,

Please be advised that our firm represents our client (Name of client), injured with the broken tooth, fractured wrist, and other injuries as a result of an automobile accident with your insured. Concerning this, we would like to inform you that your client is involved in a motor vehicle accident that occurred at (Name of accident place) on (Date of accident).  

As soon as all the reports and medical bills of my client will be available to us, our firm will forward them to you. We will keep you posted on all significant information.

Kindly inform us of your insured motorcar policy limits and coverage. We request you to please send us an application for benefits that are covered in the policy claim.

Please be noted to direct all correspondence with our client to our office address. In case of further questions or concerns, kindly contact us as the earliest. 

Sincerely,

(Signature)

Sender’s Full Name

Sample #2 Letter Of Representation To An Insurance Company

Sample #3 (Letter of Representation to an Insurance Company Requesting Information about Claim Denial)

Sender’s Address

Sender’s Email Address

Date

Name of the Receiver

Address of the Receiver

RE: Letter of Representation to the Insurance Company

Our Client: Please input the name of the client

Claim No.: Please input the policy claim number

Date of Injury: Please input the date of the accident/ incident 

Policy Holder: Please input the name of the policyholder 

Dear Mr.ABC,

This letter has a purpose to request your insurance company to provide us information regarding the claim settlement related to our client (name of client). This is about the accident that occurred on (Date of accident) at (Name of accident location). We have provided you all the medical reports and bills related to the accident but the claim has been rejected by your insurance company. So, we request you to provide the exact policy that your company is relying on to reject my client’s claim.

We would like to thank you in advance for your prompt action towards this letter. 

Sincerely,

(Signature)

Sender’s Full Name

Sample #3 Letter Of Representation To An Insurance Company

Sample #4 (Letter of Representation to Insurance Company Requesting for Claim) 

Sender’s Address

Sender’s Email Address

Date

Name of the Receiver

Address of the Receiver

RE: Letter of Representation to the Insurance Company

Our Client: Please input the name of the client

Claim No.: Please input the policy claim number

Date of Injury: Please input the date of the accident/ incident 

Policy Holder: Please input the name of the policyholder 

Dear Mr.ABC,

Our firm named XYZ represents Mr.ABC (name of our client) in connection with injuries that occurred in a road accident. The accident happened on (Date of accident). We request you to please forward my client’s vehicle policy details and coverage to our firm. Our client has suffered various injuries including head trauma, and a broken wrist from the crash. 

We request you to please inform us of the medical payment benefits which are available for our client, and please forward the necessary Application for Benefits. Also, let us know our client’s insurance policy limits. We will also forward you all the medical bills and reports of my client.

Kindly contact me if you have any further questions regarding the claim settlement.  

Sincerely,

(Signature)

Sender’s Full Name

Sample #4 Letter Of Representation To An Insurance Company

Sample #5 (Letter of Representation to an Insurance Company Requesting for Claim in Heavy Goods Vehicle Accident)

Sender’s Address

Sender’s Email Address

Date

Name of the Receiver

Address of the Receiver

RE: Letter of Representation to the Insurance Company

Our Client: Please input the name of the client

Claim No.: Please input the policy claim number

Date of Injury: Please input the date of the accident/ incident 

Policy Holder: Please input the name of the policyholder 

Dear Mr.ABC,

This firm XYZ represents the interest of my client, _______, in connection with several injuries that occurred in an accident that happened on _____ at ______ by your insurance holder. The accident happened by a heavy goods vehicle owned by your insurance client. 

With this letter, we are informing your company on notice that the claim needs to be settled made on behalf of our clients. Please provide insurance coverage limits and details. As a result of the accident, our client is currently hospitalized and undergoing medical treatment in (Name of the hospital). We will shortly provide all the related medical reports and bills.

Kindly contact our firm for any further claim-related issues and questions.

Sincerely,

(Signature)

Sender’s Full Name

Sample #5 Letter Of Representation To An Insurance Company

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