3 Follow-Up Letter Templates to Help Public Adjusters Close Claims Faster!
How long does the insurance company make you wait before they pay the claim or disclose the coverage? I know, too long, let’s change that today!
In this post, you will learn:
👉 Why follow-up letters are crucial to success for public adjusters.
👉 How to use follow-up letters.
👉 About three templates you can use to optimize your process.
My follow-up strategy was, possibly, the main differentiating factor between me and the rest of the public adjusters.
I would always follow up, the first letter after only a week or two after submitting all the documentation, the second letter after three weeks, and the last one after four.
Often, the insurance company would cover the claim by then or send a coverage decision.
If you don’t have a follow-up plan yet, or you have one that is ineffective, this blog post is for you.
Why Should Public Adjusters Follow Up With the Insurance Company?
Following up with the insurance company after you have sent the required documentation is the only thing you can do to speed up the process.
The insurance company might respond and ask for an additional inspection or more information. And that is perfectly fine.
But the problem is if they don’t respond to your first, second, or third letter and don’t make the payment or deliver a coverage decision.
In that situation, you have a paper trail and proof you tried everything you could to reason with the insurance agency.
That proof can become incredibly useful if the claim goes to litigation.
Essentially, those follow-up emails are a case killer for the insurance company, and they will likely respond to your last letter if you threaten with litigation.
It is essentially an easy win for you, and all it takes is a few hours once or twice a week.
If you doubt how effective follow-up letters are, keep in mind insurance companies will often delay communication because they want to delay payments.
It is a simple business tactic to manage profit and loss.
And that is why follow-ups are a significant part of our job.
Public adjusters have to chase insurance companies.
Just because your state has a time limit for how long the insurance company has to pay the claim does not mean it should take them that long.
While they are taking their time, the client lives in a home that needs repairs.
Following Up Can Separate You as a Public Adjuster
Many, especially new, public adjusters don’t follow up with the insurance agency. This allows the agency to delay payments and responses for weeks, often months.
A simple follow-up strategy can separate you from other public adjusters and show that your process is better and you are closing claims faster.
When I worked on smaller residential claims, I would aim to have the documentation ready and sent to the insurance company within seven days of signing the claim.
And I would follow up with them every following week.
It is that simple act that allowed me to grow to where I am today.
Why Should Public Adjusters Use Follow-Up Letter Templates?
Follow-up letter templates make things easier and faster.
When you have busy weeks handling multiple claims and the day to send follow-up letters comes, you will be happy you have templates.
You will see how the templates look in the sections below, but they are incredibly easy to use.
You fill in the information specific to the claim, add past communication details, and repeat the same process next week.
Also, CC the client, they will appreciate your efforts more if you include them in communication between you and the insurance company.
The First Follow-Up Letter Template
The first follow-up letter is the letter you send after a week has passed since you sent all the documents to the insurance agency.
So you prepare the necessary information, you share it with the insurance adjuster who came to inspect the property, and you send them everything.
Then, after a week, you send a letter that looks something like this;
- Good morning desk adjuster, I want to follow up with you on this claim.
- We have recently sent you an email containing the following information:
- And here you list everything you sent them, LOR, photos, estimates, invoices, etc.
- We have also completed the initial inspection with your adjuster on the following date.
- Is there anything else you need to resolve this claim?
- We would be happy to provide you with more information or documentation.
- And if everything is in order, we would like you to make a decision or payment within the next seven days.
Keep in mind that we are not sending this for fun.
We understand that it is probably too soon for them to have made a coverage decision in only seven days.
But the idea is to let them, and everyone else, know in writing what kind of information they already have and how long has passed since they received it.
The Second Template
For the second follow-up letter, you can use the first template, again listing all the documentation you sent them, but add a few crucial lines.
- The date of loss dates back to this date (Remind them how long the client waits!).
- We also emailed you back on this date with no response (The date of the last follow-up letter).
- We believe we provided you with more than enough documentation and information to make your coverage decision and payment.
- If you still need any documentation, please let us know as soon as possible, and we will be happy to provide that for you.
- I am working with the insured to bring them back whole again.
- If there is nothing else you need, we look forward to your payment or coverage decision within the next seven days.
If they don’t respond to this one, you can assume they don’t need anything else but delay making a decision.
You should use the third follow-up letter when they haven’t responded for three to four weeks or longer.
Keep in mind that while I support a little more directness in the third letter, you should always be polite and professional in all your communication with the insurance company.
- Good morning desk adjuster, please be advised that the date of loss was on 2024, and the claim was filed on 2024.
- We have now waited [X] days for a decision to be made.
- And again, you list here all the documentation you already provided them.
- And you list the follow-up emails without response and the dates when they were sent.
- We have provided you with all the necessary information and documentation for you to make a decision and payment.
- At this point, we have been more than patient, and the homeowner is suffering.
- Therefore, if you do not respond to this email with a coverage decision within seven days, we will assume that you are denying this claim and will proceed with litigation.
- Feel free to contact me at your earliest convenience.
One crucial note before you start using this template.
I don’t like empty promises, so before I send a letter threatening with litigation, I will call the client and ask if they agree.
More often than not, they agree, and I send the third follow-up letter, which often gets a response.
In the end, working as a public adjuster is about having the guts to tell it as it is and following up.
Because if you don’t, they will bully you and push you around.
Have a follow-up process and stick to it if you want a successful career.
You can also take a look at our video course, where you can find more templates and information on similar processes you can optimize.
It is all about saving time where you can and investing more time where it matters.
But keep in mind to always be polite and professional in all communication.
It’s time to take full control of your claims. Of your business. Of your life.
A community can help you get there faster. It can offer support during these tough times. Inspiration. Guidance.
Together, we can get you to where you want to be.
What are you waiting for?