Claim Forms & Settlement Letters
Claim forms, decision letters and releases are used to prove the status of a claim to an authority or insurer abroad. All of them are private documents, so signature certification comes first.
A settlement or decision letter states whether the insurer accepts or declines liability and why, by reference to the policy conditions. When the insured moves abroad or holds overlapping cover with a foreign insurer, this is the evidence the other side uses to assess double insurance.
A release or claim receipt has legal effect on the right to claim. Read it before signing, and where it will be used abroad prepare a bilingual version with matching wording to reduce arguments about the scope of the release.
Once the insurer has paid, it is subrogated to the insured's rights under the Civil and Commercial Code. Subrogation paperwork is commonly requested when the underlying claim continues abroad.
Official supporting documents — a police daily record, a public hospital medical certificate — follow a different certification path from the insurer's own paperwork. Split the file into those two stacks from the start so one does not delay the other.
Documents to prepare
- The claim form as filed, with the claim number
- The decision letter signed by an authorised officer
- The release or payment receipt, if payment has been made
- Incident evidence: police daily record, medical certificate, treatment receipts
- The claimant's passport or ID copy, plus a power of attorney if someone else acts
Step order
- Obtain a claim-file copy certified true by an authorised officer of the insurer
- Separate official documents from insurer documents and obtain certified copies from the issuing authority
- A Notarial Services Attorney certifies the signatures on the insurer's documents
- Translate both stacks with the translator signing for the translation, keeping insurance terminology consistent
- File for MFA legalisation at the Department of Consular Affairs
- Legalise at the destination embassy, or obtain an apostille once the Convention is in force for Thailand and the destination is a party
Pre-filing checklist
- Claim number and policy number appear consistently across every page
- The incident date on the insurer's documents matches the official records
- Amounts and currencies are explicit, and the translation does not convert them
- Every document requiring certification carries an authorised signature
- A full copy set is retained before originals leave the country
Practical tips
- Ask the insurer for a single status letter consolidating the key facts — it reduces the number of pages that need certification
- If the claim is still open, state the status as at a specific date so it is not read as closed
- Keep insurance terminology identical across the set — deductible, excess, subrogation — matching the insurer's own English wording
- Where cover overlaps with a foreign insurer, prepare both policies together to avoid a second round of requests
Common pitfalls
- Relying on email threads with a claims handler instead of a signed letter — there is no signature to certify
- Letting the translator convert currency, so the translation no longer mirrors the original
- Certifying only the first page of a multi-page letter, which the destination treats as incomplete
- Signing a release before understanding its scope, then finding it affects a claim abroad
Frequently asked questions
Can a declinature letter be certified for use abroad?
Yes, if an authorised officer signed it. The route is the ordinary private-document route: notarial certification of the signature, translation, then MFA legalisation and the destination embassy.
Are emails from a claims handler enough?
Usually not — there is no authorised signature to certify. Ask for a formal signed and sealed letter instead.
Must every page be certified, or only the signed page?
The safe practice is to certify the whole document and state the page count in the certification, because many destinations count pages and reject partially certified sets.
What should I watch for with claim files containing health data?
Health data is sensitive personal data under data-protection law. Send only what the filing requires, and obtain written consent when acting for someone else.
After subrogation, does the insured still file documents?
It varies. Sometimes the insurer proceeds in its own name, but the receiving authority may still want the insured's identity documents and a power of attorney. Confirm the destination's requirement first.
How do I know which level of certification is needed?
The receiving authority always decides. Get their requirement in writing and let our team review it before work starts, so nothing is over- or under-done.
For a document review before you file, contact us on LINE @nycli, call +66-83-249-4999 or email nycli@ilc.ltd. Our team will confirm the steps, any missing documents and a realistic timeline for your case.
Related cases
- Insurance Policy & Certificate of Cover
- Motor Accidents & Compulsory Motor Insurance
- Life Insurance & Beneficiary Claims
- Health & Travel Insurance for Visa Applications
- Corporate & Marine Cargo Insurance
Official references
Requirements on this page follow the rules published by the authorities below. Always confirm the latest notice on the official site before filing.
- Bank of Thailand
- Securities and Exchange Commission (SEC)
- Department of Consular Affairs, MFA ThailandThailand's authority for document legalization and Apostille
- HCCH — Apostille Section (Hague Convention 1961)Thailand's accession enters into force 28 February 2027
Related services
Fees depend on document type, number of pages and turnaround. Send scans to LINE @nycli, call +66-83-249-4999 or email nycli@ilc.ltd for a written quotation.