Sample Letter of Representation to an Insurance Company
A letter of representation tells an insurance company that a lawyer now acts for a client in a claim. It names the client, identifies the claim, and provides the lawyer’s contact details. It also asks the insurer to send claim letters and other messages to the lawyer’s office.
You may need this notice after a car accident, an injury, or damage to your property. For example, a personal injury attorney may send it to the at-fault driver’s insurer. The lawyer may also send a notice to the client’s own insurer if the claim involves their policy.
This guide includes a sample letter of representation to an insurance company, with fields your lawyer can fill in. You will also learn what to include, how to send it, and what to expect next.
The sample is a starting point. Your attorney should adapt it to your claim and the applicable rules.
What Is a Letter of Representation to an Insurance Company?
A letter of representation (LOR) is written notice that a lawyer represents a client in an insurance claim. The attorney or law firm sends it to the insurer or the assigned claims adjuster.
The notice helps the insurer link the lawyer to the right claim. It often includes:
- The claimant’s name, meaning the person seeking payment.
- The insured’s name, meaning the person covered by the policy.
- The claim number and policy number, if known.
- The date of loss, the date the crash or other event occurred.
- The lawyer’s name and contact details.
An attorney letter of representation also states which parts of the claim the lawyer will handle. This is the scope of representation. It may cover an injury claim, a property damage claim, or both.
The letter asks the insurer to send claim messages and documents to the lawyer’s office. It may also request reports, photos, or statements linked to the event. Published sample letters include these details and requests.
A notice of representation does not ask for a set payment by itself. A demand letter serves a different p
Sample Letter of Representation to an Insurance Company
This insurance letter of representation template shows how a lawyer can notify an insurer of a client’s claim. Replace the bracketed fields with the correct details. The attorney should review the wording before sending it.
[Law Firm Name]
[Street Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]
Date: [Month Day, Year]
Sent by: [Email, Mail, Fax, or Insurer Portal]
[Claims Adjuster’s Name or Claims Department]
[Insurance Company Name]
[Mailing Address or Email Address]
Subject: Notice of Representation
Our Client: [Client’s Full Name]
Your Insured: [Insured’s Full Name, if applicable]
Claim Number: [Claim Number, if known]
Policy Number: [Policy Number, if known]
Date of Loss: [Incident Date]
Dear [Adjuster’s Name or Claims Representative]:
Our firm represents [Client’s Full Name] regarding the [brief description of the incident] that took place on [date] in [city and state].
Our representation covers [the bodily injury claim, property damage claim, or other specified matter] arising from this event.
Please send all correspondence about these matters to our office. Please contact us, not our client, regarding matters we are handling.
Please confirm receipt of this letter. Also, please provide the assigned adjuster’s name, phone number, and email address. If a claim number has not yet been assigned, please provide it when available.
Where available and subject to applicable law, please provide copies of [list relevant reports, client statements, photographs, or other requested documents]. Please also provide [applicable policy documents or coverage information, if appropriate to this claim].
Please preserve claim-related records, photographs, and recordings concerning this incident.
We will provide further claim information as it becomes available. Please contact our office if you need more details to identify the claim.
Sincerely,
[Attorney’s Signature]
[Attorney’s Full Name]
[Law Firm Name]
Enclosures: [List any attachments, if applicable]
Before sending: Check the names, dates, contact details, and scope of representation. Tailor each document request to the claim. A request does not mean the insurer must release every item in its file.
Published attorney samples include claim identifiers, communication instructions, and requests for relevant records. The template above uses those elements without making a settlement demand.
What Should a Letter of Representation Include?
A clear legal representation letter for an insurance claim helps the insurer identify the case and reach the right lawyer. Keep it brief, accurate, and focused on the claim.
Client and Claim Information
Include the client’s full name, the insured’s name, and the date of loss. Add the incident location and a short description of what happened.
List the claim number and policy number if known. These are different: one identifies the claim, while the other identifies the insurance policy. If either is missing, provide what you have and ask the insurer to confirm the number.
Attorney Details and Scope of Representation
Use law firm letterhead with the attorney’s name, mailing address, phone number, and email.
State which matters the lawyer will handle. For example, the scope of attorney representation may cover a bodily injury claim, a property damage claim, or both. Clear wording helps prevent confusion about who handles each part.
Communication Instructions and Appropriate Requests
Ask the insurer to send claim messages to the lawyer’s office. Request written acknowledgment of representation and the assigned adjuster’s contact details.
Depending on the claim, the lawyer may also request:
- Written or recorded statements from the client.
- Accident reports and photographs.
- Vehicle damage estimates.
- A copy of the policy or insurance declarations page.
- Details about available insurance coverage and policy limits.
Published sample letters include these types of requests, though the requested items vary by carrier and claim.
Request only what is relevant. The insurer’s duty to provide a document depends on the claim and the rules that apply. Requesting the insurance claim file does not automatically grant access to every record.
How to Customize the Letter for Your Claim
The wording of an insurance representation letter depends on who provides the coverage and what the claim involves. Keep the main notice the same, then adjust the names, scope, and requests.
Sending It to the At-Fault Party’s Insurance Company
For a third-party insurance representation letter, name your client and the insurer’s policyholder separately.
For example, a letter of representation to the at-fault driver’s insurer should identify the crash date, location, and claim number, if known. State whether the lawyer handles the injury claim, property damage claim, or both.
Describe the event in plain terms. Avoid stating that the insurer has accepted fault unless that has been confirmed.
Sending It to Your Client’s Own Insurance Company
A first-party insurance representation letter concerns a claim under the client’s own policy. A third-party claim concerns another party’s insurer. The Texas Office of Public Insurance Counsel explains this distinction in its auto claim guide.
Name the coverage involved, if known. This may include:
- Uninsured motorist coverage (UM).
- Underinsured motorist coverage (UIM).
- Personal injury protection (PIP).
- Medical payments coverage (MedPay).
A letter of representation to the client’s own insurer may request the policy and declarations page. Published carrier-specific samples also request details about available benefits.
Adapting It for Other Insurance Claims
For a homeowners insurance representation letter, identify the damaged property, loss date, and type of damage. A property damage claim representation letter should clearly state whether the lawyer also handles an injury claim.
A workers’ compensation representation notice or public adjuster letter of representation may need different wording or forms. Identify the representative’s actual role. Do not describe a public adjuster as an attorney unless that person is also a lawyer acting in that role.
How and When to Send the Letter
Send the notice of attorney representation promptly after the lawyer agrees to handle the claim. Before sending it, check that it names the right insurer and clearly states which matters the lawyer will handle.
Confirm Where to Send It
Use the contact details shown in the insurer’s claim notice or portal. If no adjuster has been assigned, contact the claims department to confirm where to send the letter.
Check these details:
- The insurance company’s name.
- The assigned claims adjuster, if known.
- The claim number.
- The claims department’s email or mailing address.
- The insurer’s accepted submission method.
Choose an Accepted Delivery Method
Sending a representation letter by email can make it easy to keep a dated copy. Attach a signed letter and use a clear subject line, such as:
Notice of Representation: [Client Name], Claim [Number]
An insurer may also accept a portal upload, fax, or mail. Confirm its process first. Certified Mail can provide mailing and delivery records. When faxing a letter of representation, save the transmission report.
Keep Proof and Follow Up
Save the signed letter, attachments, and proof of delivery. Ask the insurer to confirm it received the notice and added the attorney’s details to the claim.
If you don’t receive acknowledgment, follow up with the adjuster or claims department. Verify the contact details before sending another copy.
The Texas Department of Insurance (TDI) recommends keeping claim documents, noting calls, and following up on phone conversations with an email or letter. These records help track what was sent and discussed.
What Happens After the Insurance Company Receives It?
After receiving the letter of representation, the insurer may add the attorney’s details to the claim file. The claims adjuster may then confirm receipt, share contact details, and ask for more information.
The lawyer may need to provide missing claim details or proof of the client’s consent. The insurer may also respond to requests for policy documents, statements, or damage reports.
Claim Review Continues
The letter identifies the insurer’s representative. It does not prove fault, confirm coverage, or guarantee payment.
The insurer may still review the event, check the policy, and assess the claimed losses. If the insurer makes a settlement offer, it is a separate step. Keep copies of letters, emails, and call notes as the claim moves forward. TDI recommends keeping these records.
Response Times Depend on the Claim
There is no single representation letter response time that applies to every insurer and claim. Confirming receipt is also different from accepting or denying a claim.
For example, Texas sets deadlines for certain claims under your own policy. TDI explains that the deadlines in its claim-payment guide do not apply when another driver’s insurer is paying the claim.
If the insurer does not acknowledge the notice, the attorney can verify delivery and follow up with the claims department.
Letter of Representation vs. Other Legal Documents
Several documents may be used in an insurance claim. Each has a different role. A letter of representation identifies who handles the claim, while other documents set service terms, grant authority, or seek payment.
| Document | Main purpose |
| Letter of representation | Tells the insurer that a lawyer represents a named client in a specific claim. |
| Demand letter | Explains the claim and asks for payment or another action to resolve it. |
| Engagement agreement | Sets the terms between the lawyer and client, such as services, fees, and costs. |
| Power of attorney | Grants someone authority to act for another person within the document’s terms. |
| Letter of protection | Addresses payment for medical care from funds recovered in an injury claim. |
Representation Letter vs. Demand Letter
A notice of representation is often sent early in the claim. It identifies the attorney and gives contact instructions.
A demand letter asks for a resolution. In an injury claim, it may describe the losses, include proof, and request a settlement amount.
Representation Letter vs. Engagement Agreement
An engagement agreement sets the terms of the attorney-client relationship. The representation letter informs the insurer of that relationship. Fee agreements may address payment for legal services and other terms of the lawyer’s work.
Representation Letter vs. Letter of Protection
A letter of protection concerns medical bills. It may promise payment to a health care provider from settlement funds. It does not notify the insurance company that a lawyer represents the patient in the claim. The State Bar of Texas discusses this payment arrangement in its ethics guidance.
Common Mistakes to Avoid
Small errors can make an attorney representation notice hard to process. Check the letter before sending it.
Using the Wrong Claim Details
Verify the client’s name, the insured’s name, the incident date, and the claim number. Send the notice to the correct insurer and claims department.
If the claim number is unknown, say so. Include enough facts to help the insurer find the claim.
Leaving the Scope Unclear
State which matters the lawyer will handle. A bodily injury claim and a property damage claim may have different adjusters. Clear wording helps each person know where to send updates.
Making Unsupported Statements or Requests
Avoid claims about fault, injuries, or coverage that have not been confirmed. Request relevant records, but do not state that the insurer must release its entire file.
Review any medical authorization with care. Broad wording may allow access to records beyond the claim’s needs. Do not add a revocation of prior medical authorization without checking its effect on the claim.
Misstating the Rules About Direct Contact
Ask the insurer to route claim messages through the attorney. Avoid saying that every call from an adjuster breaks ABA Model Rule 4.2.
The American Bar Association (ABA) rule governs lawyers who communicate with people they know have counsel in the matter. It does not apply to every insurance adjuster.
Assuming the Letter Changes a Deadline
Do not assume a representation notice extends the statute of limitations or meets every claim notice requirement. Have the attorney confirm the applicable deadlines.
Keep a copy of the signed letter and proof of delivery. TDI also recommends saving claim documents and notes from calls with the insurer.
Frequently Asked Questions
Can I Notify the Insurance Company Myself That I Hired a Lawyer?
Yes. You can share your lawyer’s name and contact details. Your lawyer should then send the formal notice of attorney representation. Do not send a letter that claims to come from a law firm unless the firm has approved it.
Can I Send the Letter Before I Have a Claim Number?
Yes. Include the client’s name, insured’s name, incident date, and location. Mark the claim number as “not yet assigned” or “unknown.” Ask the insurer to confirm it.
Can a Letter of Representation Be Sent by Email?
You can send it by email if the insurer accepts that method. Confirm the correct address, attach the signed letter, and save your sent message. Ask for confirmation of receipt.
Does the Letter Need to Be Notarized?
An ordinary attorney notice often does not need a notary. However, a separate consent form or other document may have its own rules. Check the insurer’s process and the rules that apply to the claim.
Does a Representation Letter Stop the Insurer From Contacting Me?
The letter asks the insurer to send claim messages to your attorney. If an adjuster contacts you, tell your lawyer and ask how to respond.
Do not assume every direct call violates ABA Model Rule 4.2. That rule applies when lawyers communicate with people they know have counsel in the matter.
Is a Letter of Representation the Same as a Demand Letter?
No. A letter of representation identifies the lawyer handling the claim. A demand letter asks for payment or another action to resolve a dispute.
What If the Insurance Company Does Not Respond?
Check the delivery record and contact details. Your attorney can call the claims department, confirm receipt, and send a follow-up notice. Keep copies and notes of each contact. TDI recommends keeping claim records and following phone calls with written messages.
Does Sending the Letter Extend the Statute of Limitations?
Do not assume it does. A notice of representation is not a lawsuit. Your lawyer should track the filing deadline and any separate policy notice requirements.