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Writing Letters to Insurance Companies: How to Craft Effective Letters – with Templates and Expert Tips
A letter to the insurance company can often determine success or failure in important matters. Many shy away from the effort or fear making mistakes – with our tips and templates, you'll handle any correspondence confidently. Learn how to uphold your rights and achieve your goals.
The topic in brief and concise terms
A complete and precise letter containing all relevant data (insurance number, clear subject) is the basis for successful communication with your insurance company.
Use template letters as a guide, but always tailor them to your specific case and send important documents by registered mail with return receipt.
Know your rights and obligations under the Insurance Contract Act (VVG), and don't hesitate to file an objection against rejections or seek external assistance (e.g., the Insurance Ombudsman).
Correspondence Basics: Laying the Foundation for Every Successful Letter to Your Insurance
A well-structured letter is often the first step to resolving your issue. Most insurance matters require clear written communication. Always ensure the completeness of your details; this includes your name, address, insurance number, and the current date. A precise subject line helps the insurance company to allocate your letter directly, for example “Cancellation of my car insurance, contract no. 47110815”. A clear and objective language is crucial for success. Remember, your letter is often the only source of information for the caseworker. A clear presentation of your concern, be it a damage report or a contract amendment, greatly speeds up the processing. Always keep a copy of your letter and relevant documents for your records. This forms the basis for transparent communication and protects you in case of further inquiries.
Practical Guide: Use Template Phrases for Common Insurance Letters
For many standard situations, there are proven phrases that can make your work easier. Use template letters as a guide and customise them to suit your needs. When terminating a contract, it is important to inquire about the earliest possible termination date and to request a written confirmation. A typical sentence might be: “I hereby terminate my insurance contract with the number [] in due time at the earliest possible date. Please confirm the cancellation and the contract end in writing.” For a damage report, you should include the date of the incident, the location, and a detailed description of the circumstances as well as the damages occurred. Attach photos and estimates to expedite processing; often three to five informative pictures are sufficient. A copy of your insurance policy can also be helpful. Here is a brief list of what should not be missing from any letter:
Complete sender details with telephone number
Correct address of the insurance company
Date of the letter
Clear subject with contract or damage number
Clear presentation of the request
If applicable, setting a deadline (e.g., fourteen days)
Request for written confirmation
Signature in own handwriting
This structure helps avoid misunderstandings and ensures prompt processing.
Expert knowledge: Understanding legal pitfalls and formal requirements in insurance correspondence
The Insurance Contract Act (VVG) regulates the rights and obligations of policyholders and insurers. Being familiar with important sections can assist you with phrasing. For instance, the duty to disclose information before the contract is concluded (§ 19 VVG) and in the event of a claim (§ 30 VVG) is significant. For certain communications, such as a termination, adhering to deadlines is crucial; often, the notice period is three months before the contract's end. The requirement for written form is stipulated for many declarations to the insurer, which means a handwritten signature on a document is understood. Although many insurers today also accept the text form (e.g., email) for certain matters, it is advisable for important declarations like a termination or an objection to a benefits refusal to send them by registered mail with acknowledgment of receipt to have proof of delivery. Our expert tip: In more complex situations or if the insurer does not respond, set an appropriate deadline for processing, usually two to four weeks. This can expedite the process.
Communication Strategy: Striking the Right Tone and Avoiding Common Mistakes
Clear, factual, and polite communication is crucial, even in correspondence with insurance companies. Avoid emotional or accusatory language, even if you are upset. Focus on the facts and clearly articulate your request. A common mistake is the omission of important information, such as the insurance number, which can cause delays of up to a week. Ensure all necessary documents are attached. Before sending a letter, read it carefully to correct any typos or unclear statements. A second person can be helpful here. Remember, the claims handler on the other side only has the information you provide. Therefore, good preparation and a complete letter to the insurance company are essential. If there are any ambiguities regarding your insurance policy, proactively ask questions. Good communication can often solve many problems in advance.
Special case of objection: When the insurance rejects a claim
Receiving a claim rejection is frustrating, but it is often not the final say. A well-founded appeal can overturn the insurance company's decision. Always file your appeal in writing and provide a detailed explanation as to why you consider the rejection unjustified. Refer to the relevant sections in your insurance terms and conditions or legal foundations. Include all the relevant evidence supporting your position, such as medical reports or expert opinions. Set a deadline for the insurance company for a re-assessment, for example, four weeks. A template letter for an appeal can serve as a basis. If the appeal is also unsuccessful, you can contact the Insurance Ombudsman. This arbitration service can be accessed free of charge and will review the case independently. The average processing time for an appeal with the insurance company itself can vary between two and six weeks.
Seeking support: When external help is beneficial
The direct route with insurance doesn't always lead to success, or you might feel unsure. Don't hesitate to seek support if needed. Consumer centres often offer affordable advice and template letters for various concerns. In complex legal matters or cases with high disputed amounts, consulting a specialist lawyer for insurance law can be worthwhile. They can assess the chances of success and represent you in correspondence or in court. Another point of contact is the previously mentioned Insurance Ombudsman e.V., which acts as an independent mediation body for disputes between consumers and insurance companies. The process is usually free for consumers. Early and well-founded advice can help you assert your rights effectively and avoid mistakes that could weaken your position. Sometimes a discreet hint at our advisory service at nextsure can help you take the right steps.
Request an individual risk analysis now: Have your insurance situation checked for free and receive specific optimisation suggestions.
More useful links
The Verbraucherzentrale offers a variety of template letters on financial and insurance matters that can assist you in communicating with insurance companies.
The Verbraucherzentrale NRW provides a template letter for requesting documents from insurance companies.
The Versicherungsombudsmann provides detailed information about the arbitration process in disputes with insurance companies.
The Bundesministerium der Justiz makes the Insurance Contract Act (VVG) available online in its current version.
FAQ
How should I best draft a letter to the insurance company?
Be clear, factual, and precise. Provide all important information (name, address, insurance number, date). Explain your concern clearly and include necessary documents. Request written confirmation.
What is the difference between written form and text form?
Written form requires a handwritten signature on a document (§ 126 BGB). Text form (§ 126b BGB) does not require a signature and can be, for example, an email or a fax. For some declarations, written form is legally or contractually required.
How long does the insurance company have to respond to my letter?
There is no standard legal deadline for the response time. For claim settlements, a processing time of four to six weeks is often expected. You can set a reasonable timeframe for a response (e.g., three weeks).
My insurance company has rejected my claim, what can I do?
You can file a written appeal. Justify your appeal in detail and provide evidence. If this does not help, you can contact the insurance ombudsman or consider legal action.
Where can I find template letters for writing to the insurance company?
Template letters are often available from consumer advice centers, the Federal Association of Insured Persons, or specialized websites. Ensure that you adapt the templates to your specific situation.
Do I need to inform my insurance when I move?
Yes, you should promptly inform your insurance of a change of address, as this can affect your contract (e.g., for home contents or car insurance). A simple letter or notification via the customer portal is often sufficient.
