A “Sample Letter To Terminate Workman Comp Case” is a document. It’s used to formally close a workers’ compensation claim. You might need this letter when an employee returns to work. It’s also used when they reach maximum medical improvement.
Need help writing this letter? We’ve got you covered. We will share examples and templates. These samples make writing much easier.
Consider this article your toolkit. Get ready to write a clear, concise termination letter. We will provide different samples you can use. These samples will save you time and stress.
Sample Letter To Terminate Workman Comp Case
[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]
[Insurance Company Name]
[Insurance Company Address]
[City, State, Zip Code]
Subject: Termination of Workers’ Compensation Claim – [Claim Number] – [Employee Name]
Dear Sir/Madam,
This letter pertains to the workers’ compensation claim filed by [Employee Name] with claim number [Claim Number]. We are writing to request the formal termination of this case.
[Employee Name] has returned to work in their full capacity as of [Date of Return to Work]. They are performing all essential functions of their job without restrictions or limitations. All related medical treatment has concluded, and the employee has been released by their treating physician, [Doctor’s Name], on [Date of Doctor’s Release]. A copy of the release documentation is enclosed for your records.
Based on the employee’s full return to work and the medical release, we believe that this workers’ compensation case should be closed. We request that you review the provided documentation and initiate the necessary procedures to terminate claim [Claim Number].
Please confirm the termination of this claim in writing. If you require any further information, please do not hesitate to contact us.
Sincerely,
[Your Name]
How to Write Sample Letter To Terminate Workman Comp Case
1. Crafting an Irreproachable Subject Line
The subject line is your initial gambit. It should be concise and unequivocal, leaving no room for misinterpretation. A vague subject line is anathema to clarity.
- Example: Subject: Termination of Workers’ Compensation Claim – [Claim Number] – [Employee Name]
- Incorporate the claim number for expedient retrieval.
2. The Salutation: A Formal Overture
Maintain a professional tone. Address the recipient by their formal title and surname. Avoid casual greetings, which are inappropriate in this context.
- Example: Dear Ms. Johnson,
- If the contact person’s name is unknown, use a generalized salutation such as, “To Whom It May Concern:”
3. Articulating the Purpose: The Opening Paragraph
Begin by stating the letter’s purpose with crystalline clarity. Immediately identify the claim and its impending termination. Circumlocution is your enemy here.
- Clearly state you are terminating the worker’s compensation claim.
- Reference the employee’s name, date of injury, and claim number.
- Example: “This letter serves as formal notification that [Company Name] is terminating workers’ compensation claim number [Claim Number] for [Employee Name], pertaining to the injury sustained on [Date of Injury].”
4. Substantiating the Termination: The Body Paragraph(s)
Provide a concise, yet compelling, rationale for the termination. This section necessitates a meticulous approach. Include pertinent dates and factual assertions. Subjectivity should be eschewed.
- Explicitly state the employee’s return-to-work date, specifying if it was full duty without restrictions.
- If applicable, mention any independent medical evaluations (IMEs) that corroborate the employee’s fitness for duty.
- Example: “[Employee Name] returned to full-duty work without restrictions on [Date]. This determination is further substantiated by an independent medical evaluation conducted by [Doctor’s Name] on [Date].”
5. Addressing Residual Concerns: A Proactive Stance
Acknowledge any outstanding medical bills or unresolved issues. This preemptive approach demonstrates diligence and mitigates potential future disputes.
- Indicate how outstanding bills will be handled.
- Provide contact information for inquiries related to billing or claim closure.
- Example: “All outstanding medical bills submitted prior to the date of this letter will be processed according to standard procedures. For any inquiries regarding billing or claim closure, please contact [Contact Person] at [Phone Number] or [Email Address].”
6. Gratitude and Goodwill: The Penultimate Gesture
Expressing gratitude for their cooperation is a graceful denouement. It fosters a modicum of goodwill, even in the face of administrative closure.
- Thank the recipient for their assistance in managing the claim.
- Example: “Thank you for your cooperation in the management of this workers’ compensation claim.”
7. The Closing: A Formal Farewell
Employ a formal closing followed by your name and title. This final touch underscores the professional nature of the communication.
- Use a standard formal closing, such as “Sincerely” or “Respectfully.”
- Include your full name and title.
- Example:
Sincerely,
[Your Name]
[Your Title]
Frequently Asked Questions: Terminating a Workers’ Compensation Case
This section provides answers to common questions regarding the process of formally terminating a workers’ compensation case. Please review these FAQs for guidance on understanding the necessary steps and considerations.
What is a “Letter to Terminate a Workers’ Compensation Case”?
It is a formal written communication submitted to the relevant insurance carrier or workers’ compensation board, indicating that the claimant has reached maximum medical improvement (MMI) and/or is returning to work, thereby requesting the closure of the associated claim.
When should I send a termination letter?
A termination letter should be sent when the injured employee has reached MMI as determined by a physician, has returned to work without restrictions, or has reached a settlement agreement with the insurance carrier.
What information should be included in the termination letter?
The letter should include the claimant’s name, claim number, date of injury, date of return to work (if applicable), physician’s statement regarding MMI, and a clear statement requesting the closure of the workers’ compensation claim.
Who should I send the termination letter to?
The letter should be addressed to the insurance adjuster handling the claim and may also be copied to the employer and the state’s workers’ compensation board, depending on jurisdictional requirements.
What happens after I send the termination letter?
The insurance carrier will review the information provided and may request additional documentation or initiate an independent medical examination (IME) before making a final determination regarding the closure of the claim.
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