A “Sample Letter To Travel Insurance Company Requesting Reimbursement” is a pre-written template. It helps you ask for money back from your travel insurance. You might need it if you had unexpected costs on a trip. Think of medical bills or lost luggage.
Planning to write such a letter? No need to start from scratch. We’ve got you covered.
This article is packed with sample letters. Use these templates to make writing your reimbursement request easy. Let’s get started.
Sample Letter To Travel Insurance Company Requesting Reimbursement
## Sample Letter To Travel Insurance Company Requesting Reimbursement
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Insurance Company Name]
[Insurance Company Address]
**Subject: Claim for Reimbursement – Policy Number [Your Policy Number]**
Dear Sir/Madam,
I am writing to request reimbursement for expenses incurred during my trip from [Departure City] to [Destination City] between [Start Date] and [End Date]. My travel insurance policy number is [Your Policy Number].
During my trip, I [Clearly and concisely describe the incident that led to the expenses. Be specific. For example: “experienced a severe case of food poisoning on [Date] and required medical attention.” or “had my luggage lost by the airline on [Date] which contained essential medication.”].
As a result of this incident, I incurred the following expenses:
* [Expense 1: e.g., Doctor’s Consultation Fee] – [Amount] – [Currency]
* [Expense 2: e.g., Prescription Medication] – [Amount] – [Currency]
* [Expense 3: e.g., Replacement of Lost Luggage Items] – [Amount] – [Currency]
I have attached copies of the following documents to support my claim:
* [Document 1: e.g., Medical Report]
* [Document 2: e.g., Receipts for Expenses]
* [Document 3: e.g., Airline Baggage Loss Report]
* [Document 4: e.g., Copy of Travel Insurance Policy]
I kindly request you to review my claim and reimburse me for the eligible expenses as per the terms and conditions of my policy.
My preferred method of payment is [State your preferred method of payment: e.g., “bank transfer to the account details provided below” or “cheque mailed to my address above”].
[If requesting bank transfer, provide the following details: Account Name, Account Number, Bank Name, and SWIFT Code/Routing Number]
Thank you for your time and attention to this matter. I look forward to hearing from you soon.
Sincerely,
[Your Signature]
[Your Typed Name]
How to Write Letter To Travel Insurance Company Requesting Reimbursement
Subject Line: The Harbinger of Your Claim
- Craft a subject line that is both concise and informative. Think “Claim for Trip Interruption – Policy # [Your Policy Number]” or “Reimbursement Request – Medical Expenses – [Your Name]”.
- Avoid ambiguity. A clear subject line expedites the processing of your request.
Salutation: The Formal Overture
- Address the letter to the claims department or a specific claims adjuster if you have their contact information.
- Use a formal salutation such as “Dear Claims Department” or “Dear Mr./Ms. [Adjuster’s Last Name]”.
- Maintain a professional tone from the outset; politeness begets consideration.
Introduction: Setting the Stage
- Begin by stating your policy number and the dates of your trip.
- Clearly articulate the reason for your claim, be it trip cancellation, medical emergency, or lost luggage.
- Briefly summarize the incident that necessitated the claim. For instance: “I am writing to request reimbursement for medical expenses incurred during my trip to Barcelona from July 10th to July 17th, 2024, due to a sudden illness.”
Body Paragraphs: Substantiating Your Plea
- Provide a detailed account of the events leading to your claim. Be chronological and comprehensive.
- Include specific dates, times, and locations. The more detail, the better.
- Attach all pertinent documentation: medical reports, receipts, police reports (if applicable), and any other evidence that bolsters your claim.
- Quantify your losses. Specify the exact amount you are seeking in reimbursement, itemizing each expense.
- Reference specific policy provisions if you are familiar with them. This demonstrates your understanding of the contract.
Supporting Documentation: The Linchpin of Your Case
- Compile all relevant documents in a well-organized manner.
- Make copies of everything before sending the originals (if required – check with the insurance company).
- Create a checklist of the documents you are including to ensure nothing is omitted.
- Common documents include:
- Medical bills
- Prescription receipts
- Hotel or flight cancellation invoices
- Police reports (for theft or loss)
- Any written communication from service providers (e.g., airlines, hotels)
Closing: The Cordial Denouement
- Reiterate your request for reimbursement and the total amount you are claiming.
- Express your expectation of a prompt and favorable resolution to your claim.
- Provide your contact information (phone number and email address) for easy communication.
- Use a formal closing such as “Sincerely” or “Respectfully”.
- Sign your name clearly.
Follow-Up: Ensuring Due Diligence
- Note the date you sent the letter.
- If you don’t receive a response within a reasonable timeframe (usually two to four weeks), follow up with a phone call or email.
- Maintain a record of all communication with the insurance company, including dates, times, and the names of individuals you spoke with.
- Persistence is key. Don’t be afraid to escalate your claim if you are not satisfied with the initial response.
Frequently Asked Questions: Travel Insurance Reimbursement Letters
This section addresses common inquiries regarding reimbursement request letters to travel insurance companies. Review these FAQs for guidance on submitting a comprehensive and effective claim.
What information should I include in my reimbursement request letter?
Your letter should include your policy number, contact information, dates of travel, a detailed description of the incident or expense, supporting documentation (receipts, medical reports, etc.), and the total amount you are claiming.
How should I format my reimbursement request letter?
Maintain a formal and professional tone. Use clear and concise language, and organize the information logically. Include necessary dates, locations, and names. Ensure all information is accurate and verifiable.
What kind of supporting documentation is required?
Typically, you will need to provide original receipts for expenses, medical reports if your claim involves illness or injury, police reports if your claim involves theft or loss, and any other documentation that supports your claim, as specified by your insurance policy.
Where should I send my reimbursement request letter?
Send your letter to the claims department of your travel insurance company. The address should be specified in your policy documents or on their website. Consider sending it via certified mail for proof of delivery.
What happens after I send my reimbursement request letter?
The insurance company will review your claim and supporting documentation. They may request additional information. Once approved, they will process your reimbursement according to the terms of your policy. The processing time varies.