If you need to write a letter to a health insurance company, it’s important to format the letter correctly so that you communicate what you want to say while coming across in an intelligent, professional manner. Whether you need to inquire about a policy, appeal a decision made by the insurance company or conduct some other business, a properly written letter will get you the best results.
Type your letter on a computer using the word processing program of your choice. Type the letter using a standard font, such as Times New Roman.
Type your address at the top of the page. Do not include your name because that will be included in the closing of your letter. Skip one line.
Type the date below the name and address of the insurance company. Skip one line.
Type the name and address of the health insurance company below your name and address. Include the name of the person to whom you want the letter directed if you know his name. If you do not know his name but know his title, such as Director of Human Resources, include that. Skip one line.
Type a salutation, such as “Dear Mr. Jones” or “Dear Ms. Smith,” if you know the name of the person to whom your letter should be directed. If you do not know the name of the person but know his title, type a salutation like “Dear Human Resources Director.” Use a colon, not a comma, after the salutation since this is a business letter. Skip one line.
Type the body of your letter. When writing a letter to an insurance company, be as clear and concise as possible. Say what you need to say but do not be wordier than necessary. Provide any details necessary for the reader to understand what you mean, however. For instance, if you are writing to appeal a decision made by the insurance company, including precise information about your health problems, your physician’s recommendations and why you disagree with the insurance company’s decision. Skip one line between each paragraph and skip one line before typing your closing after you finish the body of your letter.
If you hold a policy with the health insurance company, include your policy number and any other information that will help the reader look up information regarding your policy if needed.
Type a closing, like “Sincerely” or “Thank you.” Use a comma after the closing. Skip four lines.
Type your full name.
Print your letter on plain white paper with black ink. Sign your name with an ink pen in the space between your closing and your name.
Proofread your letter before you send it. Typographical errors or other mistakes may reduce the effectiveness of an otherwise well written letter. If you prefer, ask a friend to proofread it for you.
Purdue Online Writing Lab. http://owl.english.purdue.edu/owl/resource/653/01/ . Writing the Basic Business Letter.
University of North Carolina at Chapel Hill. http://www.unc.edu/depts/wcweb/handouts/business.html . Business Letters.