A claim letter is a document used whenever you are dissatisfied with a service or product, or when an accident occurs. It could be that your insurance denies coverage, a product you purchased was faulty or defective, or you need to alert your auto insurance company of an accident. There are many instances in which a claim letter would be necessary, so you need to know how to write it properly in order to get the results you desire.
Always write your claim letter in a way that is respectful and courteous, even when you feel that you have been cheated or wronged in some way. You want to come across as assertive, but not hateful or spiteful.
1. Introductory paragraph. Your first paragraph should contain two to three sentences that briefly summarize why you are writing.
2. Include all pertinent details. In the main body of your claim letter, include all details necessary for the recipient to take action. This would include a date of purchase, date of accident, the nature of the problem, policy number, whether you have shipped a defective product back and when, etc.
3. Clarify your expectations. In your closing paragraph, thank the recipient for their time and attention and make it clear what action you expect to be taken.
4. Proofread your letter. When completed, make sure that you proofread your claim letter carefully. Check spelling and grammar, and make sure that any policy or claim numbers are correct.
You want to make certain that your information is clear and thorough, but you also want to write in a manner that is as brief and concise as possible.
Sample Claim Letter
City, State, Zip
Recipient’s name (or Customer Service if product or service related)
City, State, Zip
Dear (Mr./Mrs./Miss/Ms.) followed by last name (Attention: Customer Service if for goods or services),
In the first few sentences, briefly summarize the reason for your claim letter.
The main body of your letter should include all of the details, data and other information necessary for the recipient to take action on your letter. Leaving important details out could result in a delay of your claim. Include policy numbers, dates, product names and descriptions, any action you have taken, and the nature of the problem. Also explain if you have shipped a product back, or if you plan to. Also indicate to the reader that you have enclosed receipts, warranties, or other documents if applicable.
Your closing paragraph should thank the recipient for their time and attention to the matter. Also state that you expect a refund or your credit card to be credited if you are asking for a refund on a product/service.
Writing a claim letter may seem a difficult task; the guidelines above will help you complete your letter quickly and in a professional manner.