Denied a Pet Insurance Claim? Here's How to Appeal (Step-by-Step)

However, many denials can be successfully overturned with proper documentation and a clear understanding of your policy.

"Claim denials are more common than you know, especially for pets with pre-existing conditions," says Dr. Loke Jin Wong, Associate Veterinarian at Greenfield Veterinary Hospital.

"If you receive a denial letter, take a deep breath. I've personally helped owners get appeals approved and reimbursed for hundreds of dollars," reassures Dr. Wong.

This guide walks you through why claims get denied, how to build a strong appeal, and when to escalate beyond your insurance company. Reviewing our best pet insurance companies can help you choose a provider with transparent claims processes.

Common Reasons Pet Insurance Claims Get Denied

Understanding why insurers deny claims helps you avoid future rejections and build stronger appeals. Insurance companies review every claim against your policy terms, medical records, and coverage limitations.

Pre-Existing Conditions

Pre-existing conditions are the most common reason for claim denials. Any illness, injury, or symptom your pet showed before coverage began is permanently excluded.

"Insurance companies have pre-existing condition clauses to prevent abuse of their policies," explains Dr. Wong.

He adds, "Determining coverage can come down to fine details. For example, not all diarrhea episodes in a pet with IBD are directly related to IBD flare-ups." Common conditions with broad denial patterns include allergies and GI diseases.

Incomplete or Missing Documentation

Claims without complete medical records, itemized invoices, or required forms are routinely denied. Insurance companies need detailed documentation showing diagnosis, treatment plan, and costs.

"Give your veterinarian time to finish records before submitting claims. A prematurely submitted claim without finished diagnostics will come back denied. Another common pitfall is when owners jump from vet to vet—this makes submitting proper claims more difficult," advises Dr. Wong.

Treatment Not Covered by Your Policy

Many pet owners don't fully understand their policy exclusions until they file a claim. Wellness care, pre-existing conditions, cosmetic procedures, and certain hereditary conditions are typically excluded.

"Certain policies have fine print that can confuse owners," notes Dr. Wong.

"From the difference between urgent care versus emergency room visits, to what preventative care covers, it's crucial to know what you're signing up for," warns Dr. Wong. Insurance policies can range from under 10 to 20-plus pages.

Claim Filed Outside Time Limits

Most pet insurance companies require claims within 90 to 180 days after treatment. Late claims are automatically denied unless you prove a valid reason for the delay.

Waiting Periods Not Met

Standard pet insurance waiting periods range from 2-14 days for accidents and 14-30 days for illnesses. Claims during these periods are denied even if the policy was active.

"The issue owners face is if their pet needs emergency surgeries with extended ER stays that rack up bills. If owners don't have savings, waiting periods cause stress as ERs want immediate payment," explains Dr. Wong. He recommends looking into payment plans like CareCredit or ScratchPay beforehand.

Step-by-Step: How to Appeal a Denied Pet Insurance Claim

A systematic approach to your appeal increases your chances of success. Insurance companies expect specific information and documentation to reconsider denied claims.

Step 1: Read the Denial Letter Carefully

Your denial letter explains exactly why your claim was rejected and outlines your appeal rights. Look for the specific policy provision cited, the appeal deadline, and any additional documentation requested.

Common denial reasons include "treatment for pre-existing condition," "services not covered under policy," or "insufficient documentation." Understanding the exact reason helps you address it directly.

Step 2: Gather Supporting Documentation

Build a complete file containing all evidence supporting your claim. If appealing a pre-existing condition denial, gather records proving your pet showed no symptoms before coverage began.

Essential documents for your appeal:

• Complete veterinary medical records for the condition in question
• All invoices and receipts with detailed procedure codes
• Your pet insurance policy certificate and declarations page
• Any pre-enrollment veterinary exam records
• Timeline of symptoms, diagnosis, and treatment
• Veterinarian's letter supporting medical necessity
• Photos or documentation showing your pet's condition

"It's important for vet professionals to differentiate between pre-existing conditions and new conditions. If we don't differentiate in the assessment section, we set owners up for claim denials," says Dr. Wong.

Step 3: Write a Formal Appeal Letter

Your appeal letter should be professional, factual, and directly address the denial reason. State your policy number, claim number, denial date, and specific reason for denial upfront.

Explain clearly why you believe the claim should be approved. Reference specific policy language that supports your position. Attach all supporting documentation and number your exhibits for easy reference.

Sample appeal letter structure:

[Your Name] [Address] [City, State ZIP] [Phone Number] [Email]

[Date]

[Insurance Company Name] Claims Appeals Department [Address] [City, State ZIP]

Re: Appeal of Denied Claim Policy Number: [Your Policy Number] Claim Number: [Claim Number] Pet Name: [Pet's Name] Date of Denial: [Date]

Dear Claims Review Team,

I am writing to formally appeal the denial of my claim dated [date] for veterinary treatment of my [dog/cat], [pet's name]. Your denial letter stated the claim was denied because [specific reason from denial letter].

I respectfully disagree with this decision for the following reasons:

[State your case clearly, referencing policy language and attached documentation]

Attached you will find the following supporting documentation:

• Exhibit A: [Description]
• Exhibit B: [Description]
• Exhibit C: [Description]

Based on this information, I request that you reconsider your denial and approve this claim for reimbursement of [amount] according to my policy terms.

Please confirm receipt of this appeal and advise of the expected timeframe for your review. I can be reached at [phone] or [email] if you need additional information.

Thank you for your time and consideration.

Sincerely, [Your Signature] [Your Printed Name]

Step 4: Submit Your Appeal Within the Deadline

Most pet insurance companies require appeals within 30-60 days of your denial letter date. Submit your appeal via certified mail with return receipt requested, or through your insurer's online portal.

Keep copies of everything you submit. Include the date sent, method of delivery, and any confirmation numbers. Missing the deadline usually means forfeiting your right to appeal.

Step 5: Follow Up Regularly

Insurance companies typically respond to appeals within 30-60 days, though complex cases may take longer. Contact the claims department every 7-10 days to check your appeal status.

Document every conversation, including date, time, representative's name, and what was discussed. If your appeal takes longer than the stated timeframe, ask for a supervisor and request a specific decision date.

What to Expect During the Insurance Company Appeal Process

Understanding the internal appeals process helps you set realistic expectations. Most pet insurance companies have structured procedures designed to resolve disputes without external intervention.

How Long Does the Appeal Review Take?

Standard appeal reviews take 30-60 days from receipt of your complete appeal package. Complex cases involving medical records review may take longer. During the review, a claims specialist examines your original claim, denial reason, appeal letter, and supporting documentation.

What Are the Possible Appeal Outcomes?

Appeals result in three possible outcomes: full approval and payment of your claim, partial approval with reduced reimbursement, or denial upheld with a detailed explanation. If denied, you receive a final denial letter explaining the decision and outlining your rights to external review.

Can I Appeal More Than Once With My Insurance Company?

Many insurance companies offer multiple levels of internal appeals. If your first-level appeal is denied, you may request a second-level review by a senior claims manager or appeals committee.

Exhaust all internal appeals before seeking external review. State regulators typically require proof that you've completed the company's internal process.

"Owners often lack the knowledge to know when they're being treated unfairly. I strongly advise engaging your veterinarian to see if you're being dealt with fairly. If an insurance company won't give you the time of day, reach out to the appropriate regulatory organization," advises Dr. Wong.

When Your Insurance Company Won't Approve Your Appeal: External Help Options

If your insurance company's internal appeals fail, external resources can help. State insurance regulators and consumer protection agencies have the authority to investigate complaints and mediate disputes.

How to File a Complaint With Your State Insurance Department

Every state has an insurance department that regulates insurance companies and investigates consumer complaints. File a complaint if your insurer violated policy terms, failed to respond to your appeal, or engaged in unfair practices.

What to include in your state complaint:

• Your contact information and policy details
• Chronological timeline of claim submission and denials
• Specific policy provisions you believe support your claim
• All denial letters and appeal responses
• Documentation of any communication breakdowns
• Your desired resolution

State insurance departments typically provide online complaint forms or accept written complaints by mail. The department contacts the insurance company and reviews both sides of the dispute.

"For the average pet owner, it can be difficult to determine whether an insurance company is treating you fairly," says Dr. Wong.

He adds, "If you really want appropriate help, reaching out to your veterinary professional or even an attorney might be the way to go. My advice: if you think the benefits outweigh the costs, then go for it."

Other Dispute Resolution Options

• Mediation: Some states offer free mediation services where a neutral third party helps you and the insurance company reach a non-binding resolution.
• Arbitration: A more formal process where an arbitrator makes a binding decision after hearing both sides, though some policies require arbitration for disputes over certain amounts.
• Small claims court: For claims under your state's limit (typically $5,000-$10,000), small claims court offers an accessible option without requiring an attorney.

How to Avoid Future Claim Denials

Proactive steps reduce the likelihood of claim denials and simplify the reimbursement process. Understanding your policy and maintaining proper documentation protects your investment.

• Request pre-approval for expensive treatments: Many insurers offer pre-authorization for costly procedures like surgeries, which confirms coverage before you commit to expensive care.
• Review your policy certificate thoroughly: Pay special attention to coverage limits, pet insurance deductibles, reimbursement percentages, waiting periods, and exclusions before filing claims.
• Maintain complete veterinary records: Keep copies of all veterinary visits, diagnostic tests, and treatments to establish when conditions first appeared.
• Work closely with your veterinarian: Ask them to document symptoms, diagnoses, and treatment timing thoroughly in medical records.
• Submit claims promptly and completely: File claims as soon as possible with all required documentation together, including itemized invoices with procedure codes.

"Not many companies offer pre-approval services. I know Trupanion works with certain vets for quick direct reimbursement. Something I do with my clients is plan procedures, like mass removals, before we do pre-op bloodwork. I have owners call their insurance to see if procedures are covered," notes Dr. Wong.

Bottom Line: How to Appeal a Denied Pet Insurance Claim

Denied pet insurance claims are frustrating but often reversible when you understand the appeals process and provide thorough documentation. The key to successful appeals is addressing the specific denial reason with clear evidence, submitting all required documents within deadlines, and following up persistently.

"Many owners get frustrated when their claims are denied. Please don't take this out on your friendly veterinarians; they're on your side," says Dr. Wong.

If your insurance company's internal appeals fail, state insurance departments provide additional recourse through complaint investigations and mediation services. Remember that thorough documentation and understanding your policy terms are your strongest tools for avoiding future denials.

Methodology

• Cost data sources: All veterinary cost estimates in this article are based on real-world practice experience from Dr. Loke Jin Wong, Associate Veterinarian at Greenfield Veterinary Hospital, who has extensive experience in both emergency and general practice settings. Cost ranges reflect typical pricing observed in clinical practice and may vary by geographic location and specific veterinary facility.
• Insurance claims data: Appeal success rates and common denial reasons are compiled from pet insurance industry reports, state insurance department complaint data, and published insurer claim statistics.
• Appeals process information: Procedural guidance is based on standard insurance appeals practices, state insurance regulations, and published consumer protection resources from state insurance departments.
• Verification process: All claims and procedural guidance in this article have been reviewed for accuracy based on typical pet insurance practices as of 2025. Specific procedures may vary by insurance company and state.
• Transparency note: BestMoney.com is committed to providing accurate, unbiased information to help consumers understand their pet insurance rights and navigate the claims appeals process effectively.

Frequently Asked Questions

1. How long does the pet insurance appeal process take?

Most pet insurance companies respond to appeals within 30-60 days of receiving your complete appeal package, though complex cases may take longer. You can follow up every 7-10 days to check the status.

2. Can I appeal a claim denial more than once?

Yes, most insurance companies have multi-level appeal processes. If your first appeal is denied, you can request a second-level review by a senior claims manager. After exhausting internal appeals, you can file a complaint with your state insurance department.

3. What happens if my appeal is successful?

If your appeal is approved, the insurance company will process your claim according to your policy terms and send reimbursement within 2-4 weeks. You'll receive an explanation of benefits showing the covered amount, deductible, reimbursement percentage, and final payment amount.