How to Claim an Instagram Account

Securing the perfect Instagram username can feel like claiming prime real estate, but finding out it's already taken is a common frustration for brands and creators. Whether the account is inactive, impersonating you, or squatting on your trademark, you aren’t out of options. This guide will walk you through the practical, step-by-step methods you can use to claim the Instagram account that rightfully belongs to your brand.

First, Determine the Account's Status

Before you take any official action, your first step is to investigate the account holding your desired username. Understanding its current status - whether it's genuinely inactive, actively trolling, or just occupied by a casual user - will determine your best path forward. Instagram doesn't typically release usernames just because they appear inactive, as "activity" includes logging in, not just posting. However, a little detective work can reveal a lot.

How to Check for Account Activity:

• Review the Last Post: A timestamp from years ago is a good first clue, but it’s not definitive proof. The user could still be logging in to browse or message others.
• Check for Story Highlights: If they have created Story highlights, they were active at least once after August 2017 when the feature launched. See how recent they look.
• Observe Follower/Following Counts: Make a note of their follower and following numbers. If these numbers change over a week or two, the account owner is clearly still active.
• Look for Profile Updates: Has the bio been updated recently? Does the profile picture look new? These are signs of recent access.
• Send a Message: A simple, respectful direct message is the ultimate test. If they reply, you know the account is active. If they don't, it remains a possibility they are inactive or simply ignoring you.

The Simplest Method: Direct Outreach and Negotiation

Often, the quickest and most straightforward way to get a username is to just ask for it. The person behind the account might have no real attachment to the handle and may be willing to transfer it for free or for a reasonable price. Avoid being demanding or aggressive, a polite, professional approach goes a long way.

Step-by-Step Guide to Contacting the Account Owner

Step 1: Find Their Contact Information

Start by checking the account's bio. Many users, especially those who once used the account for a business or a project, may have left behind an email address, a website link, or a Linktree with other contact methods.

Step 2: Craft a Polite Direct Message

If you can't find an email, a direct message on Instagram is your best bet. Your goal is to be friendly and clear, not entitled. Here's a simple template you can adapt:

"Hi [Username], I hope you're having a great week! My name is [Your Name] and I'm the founder of a new brand called [Your Brand Name]. I saw that you have the username @[Desired Username], and I'm really interested in using it for our official page. I noticed the account hasn't been active in a while and was wondering if you might be open to transferring it? I'd be happy to discuss a fair price for your trouble. Thanks so much for considering it!"

Step 3: Be Prepared to Negotiate

If they respond and are open to the idea, be ready to make an offer. There's no set price for an Instagram handle, it could be anything from a simple "sure, you can have it" to a request for thousands of dollars. Consider your budget and how important the username is to your brand identity. It's often cheaper and faster to pay a few hundred dollars to a user than it is to pursue legal avenues.

Step 4: Execute a Secure Transfer

If you agree on a price, plan the transfer carefully. One common practice is to use a secure payment method like PayPal Goods & Services or an escrow service to protect both parties. A typical process involves sending half the payment, having the user change the account's associated email to yours, and then sending the final payment once you've gained control and changed the password.

How to Claim an Instagram Account for Trademark Infringement

For established businesses, the most powerful tool for claiming a username is through a trademark claim. If another account is using your registered trademark in a way that is likely to cause confusion among consumers, you have a strong case. Simply sharing a name isn't enough, the key is proving that the other account’s use of the name misleads people into thinking it is officially affiliated with your brand.

The Trademark Claim Process

Step 1: Confirm You Have a Registered Trademark

This is the most important prerequisite. You need a registered trademark from an official government body, like the U.S. Patent and Trademark Office (USPTO). Simply owning a domain name, having an LLC, or using the brand name doesn't count. Instagram's legal team needs to see official documentation.

Step 2: Gather Your Documentation

Before you start, have your trademark registration number handy. You’ll also need your contact information and a direct link to the infringing Instagram account.

Step 3: Fill Out Instagram's Trademark Report Form

Instagram has a specific form for reporting intellectual property violations. You can find it through the Instagram Help Center by searching for "trademark." The form will guide you through several steps, asking for:

• Your Contact Information: Name, address, and email connected to your official business.
• Trademark Details: You'll enter your trademarked word or phrase, your registration number, and the jurisdiction where it’s registered.
• The Content to Report: Select that you are reporting an entire account.
• A Statement of Confusion: This is your chance to explain why this account infringes on your rights. Be clear and specific. For example: "The account @[Desired Username] uses our registered trademark, [Your Trademark], as its username. This creates clear consumer confusion, as our customers may believe this is our official profile, which could damage our brand reputation and mislead followers."

Step 4: Wait for a Response

After you submit the form, Instagram’s legal team will review your claim. This is not an instant process and can take several weeks. If your claim is successful, Instagram may take down the account, freeing up the username. They may also reach out with further questions. Be patient and be prepared to provide additional information if requested.

How to Claim an Account for Impersonation

If another account is pretending to be you, your colleague, or an official representative of your brand, you can report it for impersonation. This is different from a trademark claim, impersonation is about deception and pretending to be someone they're not.

This method is most effective when:

• The account is using your personal photos or your brand's copyrighted imagery.
• The account’s bio claims it is the "official" or "real" page for you or your brand.
• The account is interacting with others while pretending to be you.

The Impersonation Reporting Process

1. Go to the profile of the impersonating account.
2. Tap the three dots (...) in the top right corner.
3. Select Report > Report Account > It's pretending to be someone else.
4. You'll be given options: "Me," "Someone I know," "A celebrity or public figure," or "A business or organization."
5. Follow the on-screen instructions. Instagram will likely require you to provide additional information to verify your identity. For a personal account, this is typically a photo of your government-issued ID. For a business, it could be a business license, tax filing, or articles of incorporation.

Instagram takes impersonation seriously, and once you've provided sufficient proof, they will often disable the offending account promptly.

If All Else Fails: Time for a Creative Username

Sometimes, despite your best efforts, you won't be able to secure your #1 choice for a username. The account owner may refuse to sell, or your legal claims might not meet Instagram’s criteria. If you hit a wall, don't let it derail your social media strategy. The next best thing is to get creative and find a memorable, professional-looking alternative.

Username Ideas When Your First Choice is Taken:

• Add a Prefix: @the[brandname] or @weare[brandname]
• Add a Suffix: @[brandname]official, @[brandname]hq, or @[brandname_]inc
• Use Your Industry: @[brandname]beauty, @[brandname]studios, or @[brandname]creative
• Incorporate a Location: @[brandname]nyc or @[brandname]uk
• Use an Action Verb: @get[brandname] or @join[brandname]
• Use Periods or Underscores: Using separators like `[brand.name]` or `[brand_name]` can be a clean and simple solution.

A slightly modified handle that's on-brand and available is always better than waiting forever for a name you may never get.

Final Thoughts

Claiming an Instagram account requires a bit of strategy and patience, whether you’re negotiating with an account owner, filing a trademark report, or reporting an impersonator. By assessing the situation clearly and following the correct procedures, you can greatly increase your chances of securing the username that aligns perfectly with your brand.

Once you've landed that ideal handle, the next step is to build a consistent and engaging presence. We know firsthand how challenging it is to juggle content creation across multiple platforms, especially with video. That's why we built Postbase with a beautiful visual calendar that allows you to plan and schedule all your content, including Reels and Stories, in one organized view. It helps turn that hard-won username into a thriving hub for your community.