Claim Letter: 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 of 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:
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.
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.
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.
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 they move 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, invoices, 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: