What the insurance company is usually asking for

When an adjuster says they need “proof” that a lawyer represents you, they are usually asking for a letter of representation on the law firm’s letterhead. In many Durham and North Carolina personal injury claims, this is the standard way a law firm notifies the insurance carrier that it has been hired for the injury matter.

The letter is often short, but it serves an important purpose. It tells the insurer who the client is, what claim is involved, and where future claim communications should go. It also helps reduce confusion if the insurer has already opened a claim under your name, the at-fault driver’s name, or a claim number that does not yet match the law firm’s file.

If the insurer asked you to provide proof of representation, the usual practical step is for the firm to send the letter directly to the adjuster rather than having you explain it yourself. That creates a cleaner paper trail.

What a representation letter usually includes

A proper representation letter in a North Carolina personal injury case often includes basic identifying details, such as:

• Your full name
• The date of the collision or incident
• The insurance claim number, if one has already been assigned
• The name of the insured or at-fault driver
• A statement that the law firm represents you for the injury claim
• A request that future communications about the claim go through the law firm

Depending on the situation, the letter may also ask the insurer to confirm coverage information, identify the adjuster handling the file, or preserve relevant evidence. Early written communication can matter because claim handling often depends on clear file documentation, timely responses, and making sure the carrier knows where to send letters and requests.

If you want a fuller explanation of what is commonly included, see what should be included in a letter of representation to the insurance company for an injury claim.

Does the letter have to come from you or from the law firm?

It is usually better for the letter to come from the law firm. A letter sent directly by counsel is clearer than a message forwarded by the client, and it reduces the chance of mistakes about who is handling the claim.

In practice, insurers often update their file once they receive the law firm’s letter by email, fax, portal upload, or mail. Some carriers may also ask for a signed authorization for certain records or for confirmation that the representation applies to the bodily injury claim only. That does not necessarily mean there is a problem. It often just means the insurer wants its file set up correctly.

If the insurance company keeps contacting you after being told you are represented, it may help to make sure the adjuster has the correct claim number, email address, and the exact scope of representation. For example, some people hire a lawyer for the injury claim but handle vehicle damage separately. If that issue applies to you, this related article may help: how to separate injury-claim communications from the property damage part.

What the representation letter does and does not do

A representation letter is important, but it has limits.

What it usually does

• Shows the insurer that a lawyer is handling the claim
• Directs the adjuster to communicate with the law firm about the represented matter
• Helps the firm start gathering claim information and organizing records
• Can be the first step in requesting coverage details, claim documents, or other needed information

What it usually does not do

• It does not prove the other driver was at fault
• It does not prove your injuries or damages
• It does not require the insurer to accept the claim immediately
• It does not stop important deadlines from running

That last point is especially important. In North Carolina, settlement talks or claim communications with an insurance company do not automatically extend the time to file suit. For many personal injury claims, the general filing deadline is three years under N.C. Gen. Stat. § 1-52, which sets the usual three-year limit for many injury actions. A representation letter may open the claim, but it is not a substitute for tracking legal deadlines.

What else helps show the insurer the claim is being handled properly

Beyond the representation letter, insurers usually respond better when the file is organized. In many North Carolina injury claims, practical progress depends on sending the right information at the right time. That may include:

• The crash report, if available
• Photos of vehicle damage or the scene
• Your medical records and bills as they become available
• Proof of lost income, if wage loss is part of the claim
• Any claim number, adjuster name, or prior insurer letters
• Copies of emails, texts, or voicemails from the carrier

It is also wise to keep a copy of anything sent to the insurer and note when it was sent. Good documentation can prevent delays caused by missing records, duplicate requests, or confusion about what the insurer has already received.

How this applies to your situation

Based on the facts provided, the other driver’s insurance carrier appears to have asked for proof that the law firm represents you. In that situation, the normal response is for the firm to send a representation letter directly to the adjuster handling the claim.

That letter should usually identify you, the accident or loss date, and any available claim information, then state that the firm represents you in connection with the injury claim. If the insurer has already been calling you, the letter can also direct the carrier to send claim communications to the firm instead. If unwanted calls are continuing, this may also be useful: how to get the insurance company to communicate through your lawyer.

If you are the one forwarding documents, make sure you do not accidentally leave out the claim number, adjuster contact information, or date of loss. Small errors can slow down the update of the insurer’s file.

What to gather before the letter is sent

If the law firm is preparing the representation notice, it helps to have:

• Your full legal name and contact information
• The date and location of the collision or incident
• The other driver’s name, if known
• The insurance company name
• The claim number, if one exists
• Any letters, emails, or text messages from the adjuster
• The crash report number, if available

Having those details ready can make it easier for the insurer to match the letter to the correct file and update the claim promptly.

One North Carolina issue to keep in mind

Although your question is about showing representation, fault still matters in any North Carolina personal injury claim. North Carolina follows contributory negligence rules in many accident cases. In plain English, if the defense proves the injured person’s own negligence helped cause the injury, that can create serious problems for the claim. The party raising that defense generally has the burden of proof under N.C. Gen. Stat. § 1-139, which places the burden of proving contributory negligence on the party asserting it.

That is one reason it is often helpful to let the law firm handle detailed communications with the insurer once representation begins. Early statements and informal explanations can affect how the carrier evaluates fault.