How Veterans Can Speak Directly With a VA Claims Processor Through an Informal Conference

When you disagree with a VA decision on your disability claim, you have options – and one of the most direct ways to get clarity is through an informal conference. This optional phone meeting allows you to speak directly with a senior VA claims processor during a Higher-Level Review. It’s your chance to explain errors, point out overlooked evidence, and advocate for why your case deserves another look.

At VA.org, our mission is to help you navigate the claims and appeals process confidently. And with AI Joe, you can get 24/7 guidance on how to prepare for an informal conference, what to say, and how to strengthen your argument.

What Is an Informal Conference?

An informal conference is a scheduled phone call between:

• You (the Veteran), or
• Your authorized representative

and a Higher-Level Reviewer – a more senior and experienced VA claims processor.

During this call, you can:

• Explain why you believe the previous decision was incorrect
• Highlight specific errors in the evidence or evaluation
• Point out medical reports or service records you believe were overlooked
• Ask questions about how the decision was made
• Clarify misunderstandings or provide context

It’s not a hearing – it’s a focused conversation meant to give you a voice during the review process.

When Can You Request an Informal Conference?

You can only request an informal conference during a Higher-Level Review (HLR) of your VA decision. This means:

• You disagree with a previous VA decision
• You believe the error was based on evidence already in your file
• You are not submitting new evidence for this appeal lane

HLR decisions are based on existing evidence – but an informal conference lets you point a reviewer to the exact issues you want them to reconsider.

How to Request an Informal Conference

You can request one when submitting VA Form 20-0996 (Decision Review Request: Higher-Level Review).

Simply select the box that says you want an informal conference and provide:

• Your preferred phone number
• The best time window for VA to call
• Contact information for your representative, if applicable

VA will schedule the meeting and notify you of the date and time.

What Happens During the Conference?

The call typically lasts 15–30 minutes. During that time, you can:

• Identify specific errors you believe VA made
• Direct the reviewer to certain documents in your file
• Explain inconsistencies or missing analysis
• Ask questions about the reasoning behind the decision

Important to know:

• You cannot submit new evidence.
• The reviewer cannot provide coaching, predictions, or guarantees.
• It is not recorded, and nothing you say counts as formal testimony.

However, the reviewer will note your concerns and revisit your file with those points in mind.

How to Prepare for Your Informal Conference

Preparation is key. Here’s how to get ready:

1. Review Your Decision Letter Carefully

Identify:

• Why VA denied the claim
• What evidence they said was missing
• Any errors in how they interpreted your records

2. Identify the Specific Errors

Examples include:

• VA ignored a medical nexus
• A C&P exam contained factual inaccuracies
• Service records were not considered
• Symptoms were underrated

3. Prepare Talking Points

Since the call is short, be ready with:

• A clear, concise summary of the issue
• Exact dates or evidence pages
• A list of what VA overlooked or misunderstood

4. Organize Your Documents

Have your file, notes, and decision letter in front of you.

5. Practice With AI Joe

AI Joe can help you:

• Draft your talking points
• Rephrase your arguments clearly
• Identify which parts of your case matter most
• Understand how VA reviewers think

You don’t have to prepare alone – AI Joe is your best practice partner.

What Happens After the Conference?

The Higher-Level Reviewer will:

1. Reevaluate your entire claim
2. Consider the points you raised during the call
3. Issue a new decision

You’ll receive a letter explaining:

• Whether your rating changed
• Whether the denial was overturned
• Any next steps or additional rights you may have

If you disagree with the outcome, you can still:

• File a Supplemental Claim with new evidence
• Appeal to the Board of Veterans’ Appeals

AI Joe can help you choose the right next step based on your unique case.

Should You Request an Informal Conference?

You should consider one if:

• You believe VA clearly overlooked or misinterpreted evidence
• You want to personally explain errors in the prior decision
• You feel the written claim didn’t fully reflect your case
• You want VA to take a closer, more guided look at your file

You should NOT request one if:

• You have new evidence to submit → Choose Supplemental Claim
• You prefer written communication
• You cannot commit to a scheduled phone time

How AI Joe Helps You Prepare

AI Joe on VA.org is built to empower Veterans with reliable, fast, personalized support. AI Joe can:

• Explain your decision letter in simple language
• Help you outline errors to discuss during the conference
• Organize your points into a clear script
• Guide you through the HLR vs. Supplemental Claim decision
• Answer questions day or night

Think of AI Joe as your claims preparation partner – always ready when you are.

Take Action Today

If you disagree with a VA decision, you don’t have to stay silent. A Higher-Level Review with an informal conference gives you a voice – and a real opportunity to correct errors.

Here’s what to do now:

• Review your decision letter
• Decide whether HLR with an informal conference is right for you
• Ask AI Joe to help you prepare
• Submit VA Form 20-0996 to request your HLR
• Create a free VA.org account to stay organized and get updates

You earned your benefits. Let VA.org and AI Joe help you fight for them.