back to articles | June 02, 2021 | Jessica Fender

Categories: Useful Automotive Information

How To Write a Car Insurance Claim Letter

In case of an accident, car damage, car theft, or any other unfortunate event, having car insurance can be a bright spot in that chaos. However, if you want the insurance provider to reimburse the costs, you’ll need to write a formal claim.


In case of an accident, car damage, car theft, or any other unfortunate event, having car insurance can be a bright spot in that chaos. However, if you want the insurance provider to reimburse the costs, you’ll need to write a formal claim.

The first step in the whole insurance process is to write a letter. This letter is an important document as the assessment will be based on the story you share. Therefore, how you compose the letter matters.

You’ll find guidelines on how to write an impeccable car insurance claim letter in the following lines.

Title the Document

The letter should have a subject line stating what the document is for. Therefore, below the insurance company’s name and address (the recipient), state that you are writing a vehicle insurance claim.

This segment should look something like this:
XY Insurance Company
267 Z Avenue
Knoxville, TN 37917
Re: Vehicle Insurance Claim

Write Formally and Respectfully

The letter needs to be written in a formal and respectful manner. The tone should be professional while the language should be simple and comprehensive.

Keep in mind that abusive language and dramatization of the event aren’t acceptable. Focus on stating facts and do your best to clearly explain what had happened and what the consequences are.

To give you a sense of what kind of tone and style are most suitable, take a look at the following example of the beginning of the letter: To Whom It May Concern,
On [date] I was involved in an incident, the details of which are as follows: ____

If you are uncertain of your writing style, there is a solution. Hire a writing service to help you edit or write the letter. They can tailor the letter to be more formal and suitable for this purpose.

While we are on the subject of the writing style, we should mention that formal goodbye is also necessary. Choose one of the common formal closings such as:

  • Sincerely
  • Regards
  • Yours truly
  • Yours sincerely

Include the Key Elements of the Car Insurance Claim Letter

There is no specific rule on the form of the letter. However, without certain details, the insurance provider won't be able to fulfill your request.

The letter must explain your reasons for an insurance claim. It should also contain key information about your vehicle and the policyholder.

For a letter to pass as a valid document for reimbursement, you need to include the following:

  • The date when the incident happened
  • The details of the incident
  • Full name of the policyholder
  • Policy number
  • Vehicle type
  • Registration number
  • The total amount of the claim

When it comes to describing the incidents, explain the circumstances before, during, and after the collision. For the insurance company to get the whole picture, they need to know what caused the incident, what happened during, and how the involved individuals reacted after the incident.

Besides the description of the incident, you should also share details of your injuries. Explain your physical injuries as well as emotional distress caused by the incident. However, keep in mind that this explanation should be written in a formal tone.

Provide Additional Documents

The insurance provider doesn’t rely solely on the policyholder’s claim. They need evidence as well. So, you’ll need to send additional documents enclosed with the letter for your insurance claim to be complete.

The more proof you provide, you’ll be able to build a successful claim and speed up the process.

What you can send along the letter is:

  • Police report
  • Photos of property damages and injuries
  • Witness statements
  • A valuation report for the vehicle
  • Receipts for repairs

Include the copies of these documents and keep the originals.

In addition, if the insurer has a claim form that needs to be filled out, that form should also be completed and shared with the letter.

Structure the Letter

To improve the letter’s readability, you should aim to compose a well-structured document. Instead of cramming all the information in a block of text, segment your writing in paragraphs.

You can even add subtitles such as Statement of Facts, Injuries and Treatments, Itemization of Damages, and similar, or you can just organize your thoughts in paragraphs.

The paragraphs will make it easier for the insurance provider to keep track of the events. If possible, try not to have more than 4 sentences per paragraph.

Revise and Proofread Your Writing

Before you handle the letter to your insurance provider, give it another look. A simple mistake such as a wrong number in the registration number can delay the process. So, better take a minute of your time to proofread your writing.

If the letter has no mistakes and all necessary elements are present, it is ready for submission. In case you handle a spotless letter and the insurance provider is prolonging the process, you might think about changing the insurance company for future purposes. On myAutoloan website, you can compare and find the best car insurance.

Lastly, in case you have any doubts or questions, make sure to get in touch with your attorney.


With these guidelines in your possession, you can compose a convincing car insurance claim letter. As a document helps you get to a deserving reimbursement, it is safe to say that every minute you invest in writing an error-free letter is worth it. So, take your time, follow these tips, and there is no doubt that your claim letter will fulfill its purpose.