Total loss negotiation letter: a fill-in template

Last reviewed October 19, 2026 · General information, not legal advice. Rules vary by state and by policy.

A short, factual letter usually works better than a long, angry one. The goal is to make it easy for the adjuster to say yes: name each error, show proof, and ask for a specific fix. Copy the template below, fill in the brackets, and send it by email so you have a record.

Before you send: get the full valuation report first (see step 1 of our dispute guide). Only list errors you can support. This is a general template, not legal advice.

The template

Subject: Request for re-evaluation — Claim [claim number], [year make model]

Dear [adjuster name],

I have reviewed the valuation report dated [date] for my [year make model trim], VIN [VIN]. The offer of $[amount] is based on information that is not accurate. I am asking you to correct the items below and send me a revised valuation report in writing.

1. [Trim/drivetrain]: The report lists [what it says]. The vehicle is a [correct trim], as shown on the attached [window sticker / build sheet / registration].
2. [Mileage]: The report uses [X] miles. The odometer read [Y] miles on [date] (photo attached).
3. [Missing options]: The report omits [option/package], shown on the attached [invoice / sticker].
4. [Condition deduction]: The report deducts $[amount] for condition. Please identify the documented condition supporting this deduction, item by item.
5. [Comparables]: Comparables [#] are [a different trim / over X miles away / no longer verifiable]. Attached are [N] listings for the same year and trim with similar mileage near my ZIP code [ZIP].
6. [Taxes and fees]: Please confirm whether applicable sales tax, title and registration fees are included, as [my state's rule / my policy] provides.

Please respond in writing within [10 business days] with a revised valuation or an explanation of each item you decline to change. I am not accepting the current offer or signing a release at this time.

Thank you,
[Name]
[Phone] · [Email]
Attachments: [list]

Tips that help

Keep it to one page plus attachments
Use numbers and documents, not adjectives
Cite your state's rule if it has one, e.g. California, Florida, Texas, Georgia and New York
Ask for the response in writing
If you hit a wall, ask for a supervisor, consider the appraisal clause, or file a complaint with your state insurance department

Texas regulators recommend showing what the car would sell for in your area with dealer quotes and local ads [1]; Washington requires insurers to consider relevant information you supply [2]. Your letter is how you supply it.

Want a second set of eyes on your offer?

TotaledRight's free error check reads your insurer's valuation report and flags common problems. The full report ($49) adds local comparables, a value range and a ready-to-send letter. Run the free error check.

Sources

Texas Department of Insurance, "My car was totaled! Now what?" tdi.texas.gov/tips/car-totaled.html
WAC 284-30-391(4)(c). apps.leg.wa.gov

TotaledRight is not a law firm, appraiser or public adjuster. This guide summarizes public sources as of the review date; laws and regulations change. Check your own policy and your state insurance department.