Purpose
A proof-of-loss request letter formally asks the insured to submit a sworn proof of loss, which is a condition precedent to recovery under most property insurance policies. The letter must be clear about what is required, the deadline for submission, and the consequences of non-compliance.
When to Send
The proof-of-loss request should be sent early in the claim process, typically with or shortly after the acknowledgment letter. Many policies require the insured to submit proof of loss within 60 days of the loss, though the insurer's request triggers additional jurisdiction-specific timing rules.
Required Components
Policy Reference
Cite the specific policy provision requiring sworn proof of loss. Quote the relevant condition if possible.
What Must Be Submitted
Explain clearly what the proof of loss must contain:
- Date and cause of loss
- Interest of the insured and all others in the property
- Actual cash value and amount of loss for each item
- All encumbrances on the property
- Other insurance covering the property
- Changes in title or occupancy during the policy term
- Specifications of damaged buildings and detailed repair estimates
- Inventory of damaged personal property
Deadline
State the deadline for submission. If the policy specifies a timeframe, cite it. If the jurisdiction imposes a separate deadline or requires additional time, note that.
Assistance Available
Offer to provide a blank proof-of-loss form and to answer questions about how to complete it. Many insureds have never completed one before.
Jurisdiction Notes
California
California limits the circumstances under which an insurer can require a formal proof of loss and imposes requirements on how the request is communicated. The Fair Claims Settlement Practices Regulations address proof-of-loss handling.
Texas
Texas insurers must be prepared to accept substantially compliant proof-of-loss submissions and cannot reject on purely technical grounds if the insured has made a good-faith effort.
Adjuster Guidance
- Send the proof-of-loss form with the request letter
- Use plain language to explain what each section means
- Track the deadline and follow up before it expires
- Document whether the insurer has waived proof of loss by conducting its own investigation
- Be aware that strict enforcement of proof-of-loss deadlines can be viewed as bad faith if the insured was cooperating in other ways