Whenever a customer or client is dissatisfied with a product or service, they usually express it by writing a formal letter to the company. When there is a provision, the client or customer can also ask for compensation in return of their displeasure. The letter expressing their discontent and demand for monetary reimbursement is called a Claim Letter. A claim letter is also sent when damage is done to a person or property.
Claim Letter Format
When a customer or a buyer encounters a problem with any product or service, he writes a Claim Letter. The basic purpose of the claim letter is to notify the agency of the issue faced by the customer. The letter explains the incident, the customer’s dissatisfaction and asks for compensation in return. Sometimes such issues are solvable over a phone call or a personal meeting. But writing a claim letter is preferred and suggested because it becomes a documented proof. The most common use of a claim letter is in the insurance sector.
The first paragraph gives a general sense about the purpose of writing this letter. The product or service is mentioned here along with a brief of the issue.
In this paragraph, proper details are given out like when was the purchase made, invoice number, etc. Also, the incident is mentioned here. What happened, how and when. What kind of damage was suffered is also to be mentioned. In the case of insurance, the details about meeting the insurance agent are also written here.
The concluding paragraph revisits the claim made and gives out the hope that the matter will be resolved without any problems.
How to Write Claim Letter
Important elements of a claim letter:
- What’s wrong?
Be it a defective product, a faulty service or an accident, it is essential to properly explain what went wrong. A claim letter needs to give a full detailed version of the problem quickly.
- The details
When a claim letter is written, it is necessary to mention all the purchase and delivery details in case of product and date of service availed in case of service. The claim letter should contain the date of purchase, product name, invoice number, size of the product, quantity purchased, model number, the amount paid, etc. These details help the seller confirm the product.
- The Inconvenience
When asking for a refund, replacement, or any such thing it is essential to mention the inconvenience caused by the damaged or faulty product or the bad service. The loss suffered due to a bad product or bad quality service needs to be stressed upon.
- Be clear
A claim letter should clearly and specifically mention the claim type and amount. The statement should clearly say what kind of claim has been made and what kind of adjustment is considered fair.
Writing a claim letter is almost like writing a complaint letter. When written tactfully and accurately, it can get the claim granted. A good claim letter does address and depict the issue but steers clear of threats or accusations. The letter should start like constructive criticism and them moves forward towards the claim.
Of course, the language needs to be free of mistakes. Whatever has gone wrong also needs to be mentioned in the letter clearly and without malice. Rudeness in a letter is never acceptable. Details like date, product type, service quality, invoice number, etc. are important to mention. It is also equally essential to mention the type of claims like full, partial, replacement, repair of damage, further discount, order cancellation or such.
Here are some points to remember for writing a good claim letter:
- The statement or claim should be accurate.
- It should be tactful enough to convince an agency to succumb to the claims.
- There should not be any false accusations in the letter.
- State all the steps clearly about what has already been done.
- Even if there has not been a response from the company, be reasonable in the letter.
- Incorporate all the necessary documents like receipts, invoice, warranties, etc.
- Screenshots or copies of emails or any other form of conversation can also be included.
Sample of Claim Letter Example
A claim letter is written for many different purposes. A sample of how it should be is given below:
Sample Claim Letter for Work
This letter is to bring to your notice that your firm has not completed the work of Interior Design which it was hired to do on January 10, 2019. After meeting for 5 times, we had given proper specifications for what needs to be done. The same has also been mentioned in your order folio.
We are disappointed to state that you have not been able to hold your end of the contract we signed. Even after a month of deadline extension your company has failed to install a brick hearth or a carpet and the shelving system has been installed incorrectly.
Your company was recommended highly by our neighbors but we have found that you have not been doing your job properly. We hope that either i) You finish your job properly immediately or ii) payout for the damages caused.
Please respond ASAP.
Claim Letter for Refund
Ap 32 Odio Rd.
Darlington CO 06963
Ap 26 Elementum Rd.
Fort Smith North Dakota 9848
Dear Vielka Nielsen,
This is to bring to your kind attention that we have recently purchased a [Product Name] from your store on [Date]. The invoice number is [Invoice]. I am sorry to inform you that the quality is not as expected. I am disappointed to say that I have done everything suggested in the manual and still the product did not respond.
There are many positive reviews of the same product but unfortunately, the one we received is not working. Therefore, I am returning the product and requesting a full refund of the amount at the earliest. As of now, I am not interested in a replacement.
Hope you will understand and process the request at the earliest.
Claim Letter for Insurance
6545 Lobortis Rd.
New Orleans New Hampshire 71983
6546 Mollis St.
City of Industry Louisiana 67973
Dear Remedios Hester,
This letter regards an insurance claim for my car with the policy number (number).
On [Date] while I was driving to my office, I got hit by another car on [Street name] crossroads. My traffic signal had just gone green and I was in the first line. So I immediately went ahead. At the same time, a car came from the left and banged into mine from the passenger side. The other driver said his traffic signal had just turned orange and so he sped to cross the roads before it went red. But unfortunately, he mistimed.
My car is still lying there, parked on the side of the road. An insurance agent has been to see the car before 3 days which was a day after the accident. I have filed my report and the insurance agent said that I will be contacted shortly regarding my insurance claim amount. But I have not received any intimation from your company.
This is to specify that neither has the agent contacted me nor has the company contacted me in any form – phone or letter. I have been giving reminders to the company but nothing has happened yet.
(Your Job Title)
Claim Letter for Damaged Goods
Ap-348 Dis Rd.
Austin KY 50710
9891 Semper Ave
Astoria NJ 66309
I had purchased [Product name] from your company a few days back and it was delivered to me on [Date]. When I opened the package I was shocked to receive the goods in damaged form. I checked each and every piece and many of them were in a broken form.
Please note my order details for your reference:
Date of Purchase:
Date of Delivery:
Name of Buyer:
I have kept the package as it is so that your representative can check for himself the state of goods I received. I would like to return the product immediately and request a full refund instead.
The [product] is in no way useable. So I would appreciate if you could kindly attend to my complaint urgently and send someone to pick up the package. As of now, I am not quite interested in a replacement.
Kindly note that if I do not receive an answer within 10 days of sending this letter, I would be forced to lodge an official complaint against the company.
Expecting my complaint to be resolved soon.
Thanking you in advance.
Finding faults is easy for everyone. But addressing these faults tactfully and asking for compensation in a polite manner is not everyone’s cup of tea. But while writing a claim letter it becomes important to handle the matter in a calm and diplomatic manner. Hopefully, these templates will be helpful and depict what exactly is needed while writing a claims letter.