Overview
Purpose
- Reference claim number, policy, adjuster name, and recent activity.
- State the purpose of the letter and the action or answer you need.
- Keep tone professional and outline next steps with dates.
Quality checklist
Ready-to-send
- Include contact info and preferred response channel.
- Attach or reference supporting documents cited in the letter.
- Provide a clear deadline and note if regulatory timelines apply.
What to include
Use these pieces to keep the carrier communication letters packet complete.
Core documents
Build the file
- Initial engagement or acknowledgement letter to the adjuster.
- Follow-up letter summarizing calls and pending items.
- Escalation letter to a supervisor with a concise issue list.
Supporting proof
Evidence to attach
- Call notes with dates and attendees.
- Copies of prior submissions or portal confirmations.
- Screenshots or PDFs of referenced materials.
Delivery notes
Keep it moving
- Send as a signed PDF via email and upload to any carrier portal.
- CC the insured or counsel when appropriate.
- Log delivery time and promised response dates in the communication log.