Skip to main content
The Murray Standard

The Murray Standard

Sign up

Patient Letter Hub

Find the right letter for what happened. Each one shows the law behind it, when to send it and who gets it. Open a letter to fill it in on your device — nothing you type is sent or saved. These are templates, not legal advice.

Medical bills & debt

A surprise bill, hospital charges, collections or help paying.

  • Debt validation request

    A collection agency contacts you about a medical bill.

    Law
    Fair Debt Collection Practices Act, 15 U.S.C. §1692g
    When to send
    Send within 30 days of the collector’s first written notice. Collection must pause until they respond.
    Send to
    The collection agency (certified mail, return receipt).
    Write this letter

  • Stop contacting me (cease communication)

    A debt collector keeps calling and you want contact in writing only, or stopped.

    Law
    Fair Debt Collection Practices Act, 15 U.S.C. §1692c(c)
    When to send
    No deadline. This does not erase the debt; the collector may still notify you of specific actions.
    Send to
    The collection agency (certified mail, return receipt).
    Write this letter

  • Itemized bill and billing records request

    You received a summary bill and need every charge, code and date before paying.

    Law
    HIPAA right of access, 45 C.F.R. §164.524 (billing records are part of your record)
    When to send
    The provider generally must respond within 30 days.
    Send to
    The provider’s billing office or privacy officer.
    Write this letter

  • Surprise (balance) bill dispute

    You were billed above in-network cost sharing for emergency care, or by an out-of-network clinician at an in-network facility.

    Law
    No Surprises Act, 42 U.S.C. §300gg-131 and §300gg-132; 45 C.F.R. Part 149
    When to send
    Act quickly. You can also call the federal No Surprises Help Desk at 1-800-985-3059.
    Send to
    The provider who billed you; send a copy to your health plan.
    Write this letter

  • Hardship settlement request

    You can’t pay the full balance and want to offer a reduced amount or ask for assistance.

    Law
    Nonprofit hospitals must have a financial assistance policy (26 U.S.C. §501(r)); credit reporting accuracy is governed by the Fair Credit Reporting Act.
    When to send
    Get any agreement in writing before you pay. Removal from a credit report is not guaranteed.
    Send to
    The provider’s billing office, or the collector if the account was sold.
    Write this letter

  • Financial assistance (charity care) request

    You got a bill from a nonprofit hospital and can’t afford it.

    Law
    Nonprofit hospitals must offer a written financial assistance policy, 26 U.S.C. §501(r).
    When to send
    Hospitals must accept applications for at least 240 days after the first bill after discharge. Ask early.
    Send to
    The hospital’s financial assistance or patient financial services office.
    Write this letter
Not sure? Get an action plan in the Navigator

Denials & appeals

A denied claim, a confusing benefits statement or an appeal deadline.

  • Medical records request for an appeal

    You need your records to appeal a denial or check a bill.

    Law
    HIPAA right of access, 45 C.F.R. §164.524
    When to send
    Generally 30 days to respond (one 30-day extension allowed). Fees must be reasonable and cost-based.
    Send to
    The provider’s medical records or privacy office.
    Write this letter

  • Insurance denial appeal

    Your health plan denied a claim, a prior authorization or a referral.

    Law
    ACA internal appeal and external review rules, 45 C.F.R. §147.136; employer plans also follow ERISA, 29 C.F.R. §2560.503-1.
    When to send
    Most plans allow 180 days from the denial notice for an internal appeal. Check the date on your denial letter.
    Send to
    Your health plan’s appeals address listed on the denial or Explanation of Benefits.
    Write this letter
Not sure? Get an action plan in the Navigator

Prior authorizations

Waiting on approval for a treatment, test or medication.

Most delays are solved by phone first. If the request is denied, use the insurance denial appeal above. Prior authorization guide

Not sure? Get an action plan in the Navigator

Coverage, plans & care

Choosing or losing insurance, Medicare, Medicaid, VA or finding a doctor.

Plan and coverage questions usually don’t need a letter. Start by comparing plans or checking hospital network changes. Compare plans

Not sure? Get an action plan in the Navigator

Send by certified mail with return receipt when you can, and keep a copy of everything you send.