← Closing letters

No Recovery Closing Letter

Send toClient
WhenThe file closed without a recovery

💡 When to use it

Send this letter to your client when your office closes its investigation without a recovery. It gives the client a clear, documented reason for closing so the file can be closed on their side too.

  • Always give a reason. A client who gets "file closed" with no explanation will call, or worse, assume the file was ignored. Pick the reason that fits and add one or two sentences of facts.
  • Keep it factual. Name what the investigation found, not opinions about the insured, the other party, or the client's handling.
  • Use the same "our office" wording as the withdrawal letter, so the client's own rights stay intact if they want to reopen or reassign the file.
  • Say what happens to the evidence. The client may want to hold it or authorize its release.
  • Invite new information. If new facts come to light, the client should know they can send the file back.

✉️ The letter

Fill in the boxes and the letter updates as you type. Anything you leave blank stays [in brackets]. What you type stays on your device. Free downloads and prints include a light Subrobuddy watermark.

[Client Name]
Attn: [Client Contact Name]
[Street Address]
[City, State ZIP]

[Today's Date]

RE: Investigation Closed — No Recovery

Insured: [Insured's Name]
Your Claim No.: [Client Claim Number]
Our File No.: [Your Company File Number]		Date of Loss: [Date of Loss]
Loss Location: [Loss Address]
Potential Responsible Party: [Name, if identified]

Dear [Client Contact Name]:

Thank you for referring this matter to our office. After reviewing the facts of this loss, our office has closed its investigation, and no recovery will be pursued by our office at this time. The reason for closing is below.

Reason for closing

[Choose the reason that applies and add one or two sentences of facts.]

  • Loss below deductible / no payment made: The damages from this loss did not exceed the insured's $[Deductible] deductible, and [Client Name] made no payment on this claim. Without a payment, there is no subrogation interest to pursue.
  • No liability identified: Our investigation, including [the expert report / police report / scene exam], did not identify a responsible party. [The cause of the loss was determined to be [cause] / The cause of the loss could not be determined.]
  • Responsible party uninsured and uncollectible: [Responsible Party] had no insurance at the time of the loss, and our asset review indicates a recovery is unlikely.
  • Contractual waiver: A [lease / contract / HOA bylaws] provision waives subrogation rights against [Responsible Party].
  • Statute of limitations: The deadline to file suit in [Loss State] expired on [Date] before the file was referred to our office.
  • Cost exceeds likely recovery: The expected cost of pursuing this claim, including expert fees, is greater than the likely recovery.
  • Other: [Explain.]

Evidence

[No evidence was retained for this loss. / Evidence from this loss is stored at [Storage Location]. Please let us know by [Date] whether you would like it held or released. If we do not hear from you, it may be released or disposed of.]

If anything changes

This letter reflects our office's handling as of today's date and is not a waiver of any rights held by [Client Name] or its insured. If new information comes to light, such as a new witness, an expert finding, or insurance information for the responsible party, please send it to our office and we will be glad to review the file again.

If you have any questions, please contact our office.

Sincerely,

[Name]
[Title]
[Company]
[Address]
[Phone] · [Email]