Example Letter #1
As benefits officer for Doe Associates, I received your summary detailing the health insurance benefits as well as the premiums for the insurance we agreed to buy during our January 31 telephone conversation. I have in my notes that the $750 monthly premium provided general dental, optical and medical coverage, as well as maternity coverage. Yet after reviewing your coverage summary, maternity coverage is absent from the list of expenses you insured.
Have we miscommunicated information about the premiums and types of coverage? After calling other competitors, $750 seemed reasonable for the coverage I described, but expensive by comparison if you do not include maternity coverage. If you do not include maternity coverage, this firm will withdraw its offer to buy your insurance. Please advise regarding the matter.
Example Letter #2
According to your 3 July correspondence, my medical insurance will not cover my shoulder surgery. My records indicate that Dr. Steven's nurse, Jane Doe, called your office and obtained approval for coverage for this operation (authorization number 123) prior to the surgery on August 15. I therefore request that you grant coverage at the 80% level that my policy allows.
I have spoken with the state insurance commissioner, and he confirms that the approval constitutes a guarantee of coverage. I have been satisfied with the quality of my medical coverage and hope to resolve this misunderstanding quickly.
Example Letter #3
In a letter dated July 6, you state that my windshield replacement is not covered by my policy because Walfield's Windshields is not an approved auto glass repair service. There is nothing in my policyholder's information packet that indicates that your auto glass coverage is conditional. Walfield's assured me that they frequently do repairs for Springfield Insurance customers. Please approve my claim and remit to Walfield's Windshields the repair balance of $234.56 ($284.56, less my $50.00 deductible), and send me a comprehensive list of "approved" auto repair shops. I thank you for your cooperation in this matter.
Example Letter #4
I received notification that my term life insurance policy with your company has been canceled. Although I am the holder of policy #55555-55 and my name is Jane Doe, I am not 75 years old as your notification states. I am 43 years old, as you will see on the attached copy of my birth certificate. Please reinstate my life insurance policy, effective immediately and without penalty. I expect to receive a notification of renewal within two weeks.
I believe the error was simply a typographical error caused by transposing my birth day and birth year. I am certain that the problem can be sorted out quite easily.
Example Letter #5
In January I revised my retirement withholdings, increasing them to 17% of my salary. This percentage has been withheld from my paycheck every month. Please see the attached copy of my withholding form. However, when I reviewed my withholdings with John Doe in the Benefits Office, I found you have no record of the change, nor are you crediting my retirement fund with the additional money.
Please correct your withholding records to include my increased withholdings from January 2018 and credit my account with the appropriate interest. Thank you for your immediate attention to this matter.
Write Your Letter Step-by-Step
Identify the issue with which you disagree.
State your disagreement. Give evidence or support for your view if appropriate.
Clearly state the outcome you desire. If appropriate, state what action you are prepared to take to ensure this outcome is reached.
End by expressing your confidence in reaching an agreeable solution and thank your reader if appropriate.