Claim Letter

Claim letters are formal letters which are written in order to claim for something. The language used is very direct and contains no flowery words. If you are writing a claim letter be sure that you are very well convinced of the claim. If you have a speck of doubt, get it cleared. While writing a claim letter we suggest attaching some proofs. If you are replying to a claim letter, be very clear in your decision. If you are refusing the claim, use the word 'refuse' or 'denied' or 'rejected' etc. In the same way if the claim is accepted use the word which clarifies the status. In any case the language must be formal and polite. Do not be rude. Asking for claim in not wrong and denying it also has valid reasons.

Claim letters are written for making a claim for something. Asking for something that is your right is nothing embarrassing.

Make your claim letter effective by following these points.

In the beginning of your letter indicate the purpose of the letter. For example if you are writing a letter for insurance claim, mention this in the letter.
State the policy number in your letter.
Give all the concerning facts regarding the claim. If it is regarding some defective product, mention the date of purchase, receipt number, product number etc.
Indicate the amount you are claiming for and by which date are you expecting the amount.
Refer to the documents that you are including with your letter. This includes claim forms, repair estimates, warranty records or receipts.
Include your contact information with proper details to avoid any unwanted circumstances.
Remain courteous and respectful. Even if you know that the fault lies on their part, be professional in tone. Do not play the blame game. Be assertive throughout the letter.
Send the claim letter within the prescribed period so that there are no confusions.
Make the claim letter very specific. Do not let the addressee guess anything. Mention the amount you want and the purpose of the claim.

If as a company/organization/institute, you receive a claim letter which is supposed to be denied, remember the following points.

Show your regret regarding the denial of the claim in the opening line s of your letter.
Include the details. In case there is more than one issue to be settled, there should be no confusion.
Give logical reasons, if possible with proofs attached, as to why the claim is denied.
Do not forget to include important dates if any.
Include the proper information about what is needed from the claimant to do if he needs the claim to get approved.
Show the regret of the denial once again while ending the letter. Indicate your willingness in order to discuss the matter with the claimant.
Do not forget to write that the customer is important for you and that you value his/her clientage.

As claim letter is a purely formal letter the basic rules of writing a formal letter remains intact. Do not use stylish fonts. Avoid using color paper; the envelope should be a right match of the paper, there should not be any graphics as far as possible.

If as an organization you are replying to a claim letter, make sure that it is written on a letter head of the organization.

A person who writes a claim letter and a company who denies it, both have correct reason for their actions. There is no need to use harsh language or threaten. Keep the language uncomplicated.

Find more types of claim letters: