Why the claim number comes first
Insurers receive thousands of faxes a day, often to a single inbound number, and many are indexed automatically. A document that arrives without a claim number can sit in an unmatched queue for days. Put the claim number on the cover and, if you can, at the top of every page you send. If no claim has been opened yet, use the policy number and the date of loss, and say so in the message.
What to fill in
- Insured or claimant: the name on the policy, or the patient for a health claim.
- Policy number and claim number, copied from your card or the insurer's letter.
- Date of loss or date of service.
- Adjuster or examiner, if one has been assigned. Faxes addressed to a person are matched faster.
- Enclosed: tick the claim form, receipts, estimate, photos, police report, medical records or appeal.
Find the right fax number
Insurers usually have separate fax lines for new claims, supporting documents, appeals and, for health plans, prior authorizations. A document sent to the wrong line is not always forwarded. Use the number printed on the letter that asked for the documents; if there is none, check the claims page of the insurer's website or ask the adjuster. Put the department name (Claims, Appeals, Utilization Management) in the recipient's company field so it is clear even if the fax lands in the wrong queue.
Tips for claim and appeal faxes
Faxed photos lose most of their detail. Send damage photos by the insurer's upload portal or email if it has one, and fax only the documents. If you must fax photos, choose clear, close shots with good light.
Appeals usually have a deadline counted from the denial letter. Fax the appeal well before it, include the denial letter, and keep the confirmation page as proof of the date. Write down who you spoke to and when on any calls that follow.
For a health claim, the cover may name the patient, so turn on the confidentiality notice. It is on by default on this template.
Frequently asked questions
What should I write on an insurance fax cover sheet?
Your name and contact details, the insurer's department and fax number, the policy number, the claim number, the date of loss or service, the adjuster's name if you have one, the total page count, and a list of what is enclosed.
I don't have a claim number yet. What do I put?
Use your policy number and the date of loss, and write in the message that this is a new claim. Call the insurer afterwards to get the claim number for future faxes.
How do I prove I faxed my claim on time?
Keep the transmission confirmation. Faxio shows each fax's delivery status in your send history and can email you when it is delivered, which gives you a dated record.
