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How to respond to a denial letter

Claims, applications and requests

A denial letter says no to a claim, application or request. It is often not the final word. Many denials can be answered, reviewed or appealed if you reply clearly and on time.

Step 1: Read it closely

• Find the reason for the denial, in the company's own words.
• Find the deadline to reply or appeal, and any address, form or phone number to use.
• Note your reference numbers: claim, account, case or policy number.

Step 2: Gather your proof

Collect the documents that answer the reason given: receipts, contracts, earlier letters, photos, statements, and notes of phone calls with dates and names. Keep the originals and send copies.

Step 3: Write a short, specific reply

• Say which decision you are responding to, with the date and reference number.
• Say plainly why you disagree, one point at a time, and point to the document that supports each.
• Say what you want: the decision reversed, a refund, a payment, or a written explanation.
• Ask for a written answer by a date that gives them reasonable time.
• Keep a calm, respectful tone. The person who reads it probably did not cause the problem.

Step 4: Send it so you can prove it

The FTC suggests certified mail with a return receipt, and keeping a copy of the letter. For an online form, take a screenshot before you submit.

If they still say no

Ask whether there is a further appeal or review, and see what to do when a company will not respond for places to escalate.

Medical and tax denials

Health insurance and IRS notices have their own rules and deadlines. See how to appeal a health insurance denial and our IRS notice guides.

Sources

• FTC: How to write a complaint letter
• FTC: Sample customer complaint letter

This guide is general information, not legal advice. WriteMyReply is not a law firm. Rules and deadlines vary by state and by situation, so the letter you received and your own records control.