15 Sample Letters to Insurance Companies for Car Accident Claims

Sample 1: Initial Notification of Accident

Subject: Car Accident Claim Notification – Policy #[Your Policy Number]

Dear [Insurance Adjuster’s Name],

I am writing to formally notify you of a motor vehicle accident that occurred on [Full Date] at approximately [Time] at the intersection of [Street Name] and [Cross Street/City], involving my insured vehicle under policy #[Your Policy Number].

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Details of the Accident:

• My Vehicle: [Year, Make, Model, License Plate #]

• Other Vehicle: [Year, Make, Model, License Plate #, if known]

• Police Report #: [Report Number] filed with [Police Department Name]

• Injuries: [Mention if anyone was injured or state “No injuries reported”]

• Weather/Road Conditions: [Brief description]

The accident was promptly reported to the local authorities and I have attached a copy of the police report, photos of the vehicle damage, and a brief written statement detailing the events leading up to the collision.

I respectfully request that this letter initiate my formal claim for damages and request that an adjuster be assigned at your earliest convenience. Please advise on the documentation you require and the anticipated timeline for claim processing.

Thank you for your attention and prompt response.

Sincerely,
[Your Full Name]
[Address]
[Phone Number]
[Email Address]

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Sample 2: Request for Claim Status Update

Subject: Follow-Up on Car Accident Claim – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

I hope this message finds you well. I am writing to follow up on the current status of my automobile accident claim (# [Claim Number]), which I filed on [Date of Initial Submission].

The accident took place on [Date] and all requested documentation, including the police report, vehicle photos, and repair estimates, were submitted by [Submission Date]. As I have not received an update in the past [X days/weeks], I would appreciate a status update regarding the investigation or settlement process.

Please confirm whether any additional documentation or steps are required on my part. I remain available to provide clarification or supporting materials as needed to assist with processing.

Thank you in advance for your assistance.

Sincerely,
[Your Full Name]
[Phone Number]
[Email Address]
[Claim Number Reference]

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Sample 3: Disputing a Claim Denial

Subject: Formal Appeal of Claim Denial – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name or Appeals Department],

I am writing to formally dispute the denial of my car accident claim (# [Claim Number]) related to the incident that occurred on [Date] at [Location].

In your decision letter dated [Denial Letter Date], you stated the claim was denied due to [State Reason from Letter, e.g., “Insufficient evidence of liability” or “Claim not covered under policy terms”]. However, I respectfully disagree with this assessment based on the following:

1. Attached Evidence: I am enclosing additional documentation that supports my claim, including:

   • Photographs of the accident scene and vehicle damage

   • A copy of the police report, which clearly attributes fault to the other driver

   • A signed statement from a witness, [Witness’s Name], who was present during the incident

2. Policy Coverage: Based on my understanding of my policy coverage, this type of accident should fall under [e.g., “collision” or “comprehensive”] coverage, which remains in good standing and fully paid as of this letter.

Given this new information, I respectfully request a formal review and reconsideration of the denial. I would also appreciate a detailed explanation if the decision is upheld.

Thank you for your time and attention. I look forward to your response.

Sincerely,
[Your Full Name]
[Policy Number]
[Claim Number]
[Contact Information]

Sample 4: Requesting Rental Car Reimbursement

Subject: Request for Rental Car Reimbursement – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

Following the car accident on [Date] involving my vehicle ([Year, Make, Model]), I was advised by your office to obtain a rental car while repairs were being completed. In line with the rental reimbursement coverage in my auto policy, I am requesting reimbursement for the expenses incurred during this period.

Rental Details:

• Rental Agency: [Name of Agency]

• Rental Dates: From [Start Date] to [End Date]

• Daily Rate: $[Rate]

• Total Amount: $[Total Paid]

Attached to this letter, you will find:

• Itemized rental car receipts

• Repair shop documentation showing dates the vehicle was out of service

• Photos of the damaged vehicle

• A copy of my policy showing rental reimbursement coverage

Please review and confirm that reimbursement will be processed. If any additional documentation is needed, I’m happy to provide it.

Sincerely,
[Your Full Name]
[Policy Number]
[Phone Number]
[Email Address]

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Sample 5: Requesting a Copy of the Claim File

Subject: Formal Request for Complete Claim File – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name or Claims Supervisor],

I am writing to formally request a complete copy of all documents, records, and communications contained within my car accident claim file (# [Claim Number]) for the accident that occurred on [Date].

This includes:

• All claim forms, correspondence, and adjuster notes

• Internal memos or assessments related to fault or coverage

• Communications with third parties (including repair shops, police, and witnesses)

• Photographs, diagrams, or evidence reviewed

• Copies of any recorded statements

This request is made pursuant to my rights as the policyholder and to ensure transparency in the claims process. I ask that the file be sent to me electronically at [Your Email Address] or by mail to the address below within [10–14] business days.

Thank you in advance for your prompt attention to this matter.

Sincerely,
[Your Full Name]
[Mailing Address]
[Phone Number]
[Email Address]

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Sample 6: Reporting New Evidence

Subject: Submission of New Evidence – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

After reviewing my car accident claim file and discussions with your office, I am submitting additional evidence relevant to claim # [Claim Number], which relates to the accident that occurred on [Date].

Newly Submitted Items Include:

• A notarized witness statement from [Name of Witness] who observed the events firsthand

• Time-stamped security camera footage showing the collision (enclosed as a USB/linked file)

• Updated damage estimate from an ASE-certified auto repair specialist

• Photographs showing the accident scene from another angle

I believe this additional information clarifies the facts surrounding the accident and supports my position in the claim. Please update my file accordingly and advise on whether a reassessment will be conducted.

I appreciate your time and attention to this matter.

Sincerely,
[Your Full Name]
[Policy Number]
[Phone Number]
[Email Address]

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Sample 7: Request for Medical Expense Reimbursement

Subject: Medical Expense Reimbursement Request – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

Following the accident that occurred on [Date], I received medical treatment for injuries sustained as a direct result of the collision. In accordance with the medical payments/personal injury protection (PIP) coverage included in my policy, I am submitting a formal request for reimbursement of the medical expenses incurred.

Details of Treatment:

• Date of Initial Treatment: [Date]

• Medical Provider(s): [Hospital/Clinic Name(s)]

• Diagnosis: [Injury Type]

• Total Medical Bills Submitted: $[Amount]

Attached to this letter are:

• Itemized medical bills and receipts

• Treatment summaries and physician notes

• Proof of payment for all out-of-pocket costs

Please confirm that this request is being processed under my policy benefits. If further documentation is required, I would be happy to supply it promptly.

Thank you for your support.

Sincerely,
[Your Full Name]
[Policy Number]
[Claim Number]
[Phone Number]
[Email Address]

Sample 8: Letter Confirming Settlement Agreement

Subject: Confirmation of Settlement Agreement – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

This letter confirms my acceptance of the settlement offer of $[Settlement Amount] for claim # [Claim Number], related to the car accident that occurred on [Date] involving my vehicle, a [Year, Make, Model].

I understand that by accepting this amount, I am releasing [Insurance Company Name] from any further liability concerning this particular claim. Please forward the settlement payment to the following address:

[Your Mailing Address]

If a release form is required for disbursement, please send it at your earliest convenience. I appreciate your cooperation and professionalism in resolving this matter.

Sincerely,
[Your Full Name]
[Policy Number]
[Phone Number]
[Email Address]

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Sample 9: Complaint About Claims Process Delay

Subject: Formal Complaint Regarding Excessive Delay – Claim # [Claim Number]

Dear [Claims Supervisor’s Name or Customer Service Manager],

I am writing to express my serious concern about the lack of progress and communication regarding my car accident claim (# [Claim Number]) filed on [Date].

Despite multiple follow-up calls and emails, I have not received a meaningful update, nor has the claim moved forward in a reasonable timeframe. This delay has caused significant inconvenience, particularly in the absence of access to my vehicle and timely reimbursement for out-of-pocket expenses.

I am requesting immediate escalation of this issue to a supervisor and a detailed response within 5 business days. If the delay persists without valid explanation, I may consider filing a complaint with my state’s Department of Insurance.

Thank you for your urgent attention.

Sincerely,
[Your Full Name]
[Phone Number]
[Email Address]

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Sample 10: Notification of Total Loss Vehicle

Subject: Notification of Total Loss Status – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

I’ve been informed by your office and the assigned adjuster that my vehicle, a [Year, Make, Model], has been declared a total loss following the accident on [Date].

Please provide the following information so we may proceed with the settlement:

• Final total loss valuation amount

• Instructions for signing over the title

• Whether I am entitled to retain the vehicle (salvage rights)

• Expected timeframe for issuing the payment

Enclosed are copies of my vehicle’s title, registration, and recent maintenance records, which may help in accurately calculating the value.

Thank you for guiding me through the next steps.

Sincerely,
[Your Full Name]
[Policy Number]
[Phone Number]
[Email Address]

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Sample 11: Letter Accompanying Repair Estimate

Subject: Submission of Repair Estimate – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

As requested, I am submitting the repair estimate for my vehicle, which was damaged in the accident on [Date]. The estimate was prepared by [Auto Body Shop Name], an ASE-certified facility.

Estimate Summary:

Enclosed is a copy of the written estimate with detailed parts and labor breakdown. Kindly review and confirm approval so repairs can begin as soon as possible.

I appreciate your prompt attention to this matter.

Sincerely,
[Your Full Name]
[Policy Number]
[Claim Number]
[Phone Number]
[Email Address]

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Sample 12: Request for Diminished Value Compensation

Subject: Request for Diminished Value Compensation – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

Following the repairs completed on my vehicle after the accident on [Date], I would like to formally request compensation for diminished value under my auto insurance coverage.

Though the car has been repaired, it has now sustained an accident history that will reduce its resale value. I’ve attached a market valuation report from [Name of Appraisal Service], which estimates the diminished value at $[Amount].

Please advise on the process for evaluating and approving this request. I am available to discuss further and provide additional documentation if required.

Sincerely,
[Your Full Name]
[Policy Number]
[Claim Number]
[Phone Number]
[Email Address]

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Sample 13: Notification of Legal Representation

Subject: Notification of Legal Representation – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

This is to formally notify you that I have retained legal representation for all matters related to my automobile accident claim (# [Claim Number]) stemming from the incident on [Date].

Effective immediately, please direct all future correspondence regarding this claim to my attorney:

[Attorney’s Name]
[Law Firm Name]
[Attorney’s Email Address]
[Phone Number]
[Mailing Address]

I request that no further communication be made directly with me. Thank you for your cooperation and understanding.

Sincerely,
[Your Full Name]

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Sample 14: Thank You for Efficient Claims Service

Subject: Thank You for Prompt Assistance – Claim # [Claim Number]

Dear [Insurance Adjuster’s Name],

I would like to take a moment to express my appreciation for the excellent service I received while handling my car accident claim (# [Claim Number]). Your professionalism, clarity in communication, and responsiveness made a challenging situation much easier to manage.

Thank you for guiding me through the process and resolving the matter so efficiently. It is a reminder of the value of working with a trusted insurance provider.

Warm regards,
[Your Full Name]

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Sample 15: Request for Appeal Review Panel

Subject: Formal Appeal Request – Claim # [Claim Number]

Dear [Insurance Appeals Department],

I am formally requesting a review of the denial issued on my car accident claim (# [Claim Number]) regarding the incident that occurred on [Date]. I believe the claim was wrongfully denied based on a misinterpretation of the policy coverage or facts of the case.

To support my appeal, I have enclosed:

• A detailed personal statement explaining the events

• A copy of the police report

• Additional photographic evidence

• A written statement from an eyewitness

Please confirm that this appeal request has been received and inform me of the next steps, including whether an internal review panel or mediation will be scheduled.

Sincerely,
[Your Full Name]
[Policy Number]
[Phone Number]
[Email Address]