In the digital age, businesses can handle most interactions with customers online or over the phone. There are, however, some instances in which a business requests that customers send an inquiry by writing a letter. Typically, insurance companies make this request to ensure that they comply with a specific law or statute so that they will prevent legal problems in the future. If you're writing to an insurance company regarding a claim, confirmation of coverage or about some other issue, use the block format of a business letter to ensure effective communication. The block format for a business letter has one-inch margins, and all text is left-justified.

Step 1

Write your full address at the top left of the letter, including your ZIP code, then skip one line and write the date.

Step 2

Enter the name of the insurance company representative you spoke with on the phone or on the internet; and then enter the name and address of the insurance company. If you have the representative’s title, enter a comma after the person’s name and write the title, then skip a line.

Step 3

Write a subject line for the letter. For instance, if your subject line is related to a claim, you could write the word 'Re' with a colon, followed by your claim number. Skip a line and write your insurance policy account number, then skip another line.

Step 4

Open the main section of the letter with a salutation that includes the name of the insurance company’s representative, followed by a colon. Then, skip one line.

Step 5

Write the purpose of your letter in the first paragraph. Use short, clear sentences, and get to the point as quickly as possible. For example, you could write: “This letter is regarding the injuries I suffered in a car accident on January 10, 2018. You asked me to send written confirmation that I wish to retain an attorney to file a civil claim against the person responsible.” Detail all of the conversations you've had with the insurance company’s representative, then skip one line.

Step 6

In the second paragraph, describe any other relevant details that support the statement or description in the opening paragraph, and then skip one line.

Step 7

In the third paragraph, state your desired outcome. For example, continuing with the same example as in step 5, you could write: “I am therefore asking that you confirm my right to file the civil suit with an attorney of my own choosing. My policy allows me this option, provided that I advise you of my intentions in writing.” Skip one line.

Step 8

Conclude the letter by requesting a time period during which time you would like to receive a response, then skip one line.

Step 9

Write the word “Sincerely” followed by a comma, then skip four lines and write your name. Sign your name in the space between the closing and your written name.