Claim Letter : Definition, Types and Process of Write

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In wrongful cases, demanding for compensation or refund is pretty common. Legally doing it in the form of sending a letter is done by issuing a claim letter against the offender. Continue reading to find out what such a letter is, when to write it and how it is written.

Definition of Claim Letter

The letters which make claims due to a faulty product or disservice from a company the sender had made a contract with, is called a claim letter. If a garments company outsources threads from a thread manufacturing company for sewing of its garments, and after the product was sent, it is seen that the parts cannot be sewn together by that thread and it wears off as soon as sewing is started, the garments company can make a claim against the thread company.

Types of Claim Letter

Claim Letters can be of the following types:

  1. Claim Letter for Damaged Goods (sample)
  2. Insurance Claim Letter (sample)
  3. Warranty Claim Letter
  4. Claim Probated Letter
  5. Claim Objection Letter (sample)

Let us see how a sample claim letter is written.

Components of a Claim Letter

A standard claim letter has the following elements or components in it:

  1. Full information on the faulty product or dissatisfactory service. Explain clearly what went wrong. Detailed information makes sure the fault is worth checking. Also, it facilitates the checking procedure.
  2. In case of a product, add details of it’s purchasing date, arrival date, quantity purchased, model number(s), size, color, the amount paid for it/them, etc. necessary to pinpoint the order.
  3. Is it a defect or a mistake? You need to be sure whether it was a faulty product or a deviation in the terms and condition of the contract regarding the product. Had you ordered yellow thread and they sent you ochre? Or, is it a thread that tears easily, but is yellow like you asked?
  4. Mention the amount of money you want to claim or if it is the proper products that you wish to get as a refund, as a result of the damage caused by the offender.

Process of Writing a Claim Letter

You might want to follow these steps if you want to write a decent claim letter:

  1. Add your name, name of the organization (if any), and necessary contact details. Add the date. Next, address the letter to the departmental head, that ensures a quick and responsive behavior. Include his contact details too.
  2. In the subject line mention the reference number of the order.
  3. After a proper salutation, indicate that you are making a claim and the type of it. If it is an insurance claim, include the policy number.
  4. In the next paragraph, include the details of the accident and the specific circumstances and occurrences that gave rise to the claim.
  5. Indicate the amount you are claiming and the date within which you would require it.
  6. You can attach documents to validate your claim. If such materials are not available, you can ask them if you will need to send them later. Note that, they should be of context.
  7. Asking for a quick help that you anticipate, end the letter.
  8. Sign with your typed name.

Tips to Remember

These are the dos and don’ts that you need to know for writing such a letter:

  1. Don’t add invalid claims to matters the recipient has no hand in.
  2. Do not add threatening messages or accusations. If you were supposed to receive yellow threads and got red ones instead, and your garments workers sew it with the red ones; your thread company is responsible for sending the wrong thread, but your supervisor is responsible for not stopping the workers or letting the production workers know it isn't the right one.
  3. Don’t address it to a company as a whole. Address it to a person.
  4. Remain courteous and show respect.
  5. Don’t make mistakes in your claim. It will make things worse.
  6. Send it within a prescribed time for the claim to be valid.
  7. Even if you have been wronged, maintain a positive tone and end with goodwill. Mistakes can happen, but know that this may not be the only time you will do business with them. You might need to do business with them again in the future. Don’t be in bad terms with the recipient.

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