Claim letters play an important role in our day to day life as well as in business. Such letters are the most appropriate way to place the complaint and get the solution. An effective letter of claim covers all the relevant information in an organized manner. You can present your demands or the expectation in courteous and humble manner. This could be an official tool to claim for the reimbursement or compensation in work place.
The proper writing style of an effective claim letter should be official and with a serious tone. You can use it to make complaint about a product, service, damage claim, insurance and so on. It could be addressed to department head, service supervisor, company owner, insurance agent, or authorized representative of the product or service supplier company.
There is no set pattern of writing such letters. It follows the rule of business letter writing. Here we have presented some of the most useful tips on how to write claim letters effectively.
Format and language
- This is a type of formal letter so compose it in the standard business letter writing format.
- Compose it on your business letterhead. It gives the authenticity and professional touch to the claim. If you do not have an official letterhead, start your letter with your name and contact detail.
- Keep the tone of the letter polite, humble and courteous. Do not write your letter in intimidating or pleading tone.
- It holds a professional value so write it in formal language. Do not use flowery or complex sentences. Try to write it in simple and understandable language.
- Create a crisp and factual subject line to deliver the gist of the letter in first look.
- Write a precise note including only relevant information. Keep your letter focused and stick to the exact matter.
- State the purpose of your writing in the opening paragraph. Provide the relevant information to help the reader in identifying your matter. You can add all possible information, such as product or service code, date of purchase or service availed, bill or invoice number, amount paid by you, and any other information that may help.
- In a professional manner explain the exact issue in this paragraph. Here you can write about your inconveniences, disappointment or anything you want to quote about your bad experience.
- Use the middle paragraph to explain your complaint and how to resolve it. After some lines about the complain state what you are expecting in reply of it. Do not blame the reader in any case. Suggest the authentic and legal refund or action you want as response.
- Show complete trust in the company and the authorized person. This will encourage the reader to settle your claim in your desired manner and expected time.
- Write a thank you note for the consideration at the end.
- Give an enclosure notation. Under this notation mention all the documents you have attached with the letter.
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Tips for Writing an Effective Claim Letter
Claim letters play an important role in our day to day life as well as in business. Such letters are the most appropriate way to place the complaint and get the solution.