A cover letter sent with an important document, such as a car insurance policy, is an important professional courtesy that highlights key points or changes in the policy itself. This is especially important because not all policyholders will take the time to read the entire policy. They’re more likely to read a brief and concise cover letter, which will reveal you to be the true professional you are.
Address the recipient with a formal salutation, such as “Dear Mr. XX” or “Dear Ms. YY” on your company letterhead. Do not address the policyholder by his or her first name.
Begin your letter with a pleasant and clear statement of purpose. You might say, for example, “ I am pleased to enclose your car insurance policy on your 2010 Cadillac CTS, which will be in effect until Sept. 1, 2013."
Summarize the key points of the policy, especially coverage limits. You may wish to use bullet points to enhance the letter’s readability.
Direct the policyholder’s attention to any changes in this policy over a previous one. Again, bullet points may be an effective tool to draw attention to these highlights.
Encourage the policyholder to read the policy and to phone you with any questions. Include your direct phone number.
Close the letter by expressing your appreciation for the customer’s patronage. You might say, for example, “On behalf of all of us at Accidents Happen Insurance Co., I thank you kindly for the trust and confidence you have placed in us by allowing us to be your insurance provider.”
End your letter with a formal closing, such as “Sincerely,” rather than the more informal “Best regards.” Sign your full name above your typed title.
Proofread and edit your letter carefully before sending it. Keep a copy of the letter for your records.
- Use your cover letter as a template for future cover letters.
- The Writing Center at the University of North Carolina-Chapel Hill: Writing Concisely
- Concise Writing.com: Clear, Concise Writing from Bold Visions
- Writing Forward.com: Proofreading and Editing for Polished, Professional Writing
- The New St. Martin’s Handbook; Andrea Lunsford and Robert Connors; 1999.
- BananaStock/BananaStock/Getty Images