How to Write a Claim Letter? (Examples and Templates)

Letter writing is a common academic writing task given to students since high school. In this fast-paced, tech-savvy world of ours, letter writing is an important tool for communication. Unlike a quick text message or a phone call, writing a letter requires the writer to sit and think about what they want to communicate. Moreover, the writer has to follow the etiquettes of writing a particular letter. For instance, how you write an acknowledgement letter will be completely different from how you write a job application letter.

In this post, we will be sharing how to write a Claim Letter. We will discuss its format and share some important tips on creating a claim letter with examples.

What is a Claim Letter?

A claim letter is generally written by a customer to a company highlighting the problem with their product or service. There can be different kinds of claim letters. For example, a letter to claim insurance, a letter to claim payment, a letter to claim refund payment, a letter for replacement of damaged products, a letter for correction of an error in the bill and so on. Here are the two most important things to note about a claim letter:

• In the claim letter, the writer generally expresses their dissatisfaction with a product or service.
• A claim letter is written to request the company to make adjustments for the damage, inconvenience or loss caused to the customer.
• It is better to claim something from a company through a letter rather than a phone call or a visit because it acts as a documented proof of customer dissatisfaction.

The Format of a Claim Letter

As given in the above diagram, the claim letter format is similar to any other business letter. It includes the name and address of the sender and the receiver, date and salutation. Then, you have to write the details of the claim in different paragraphs. The letter ends with a closing statement and signature. Now, let us see an example claim letter. This letter is written to claim a refund against a damaged product. 

 

From, Simon Gomes [Name of Sender] K-50, New Street, Surrey [Address] 23-July-2021 [Date] To, Nova International [Name of Company] 75th Avenue, BC [Address] Subject: Requesting a refund due to damaged product  Dear Sir or Madam, I am writing this letter to request you to provide a full refund on the product that I bought from your online store. I purchased a Hair Dryer on 12-July-2021 and paid a total amount of $50. The product was delivered to me on 21-July-2021.  However, the product I received is defective and is not functioning properly. The specific problem with the product is that it works on just one speed setting while the product description specifies that the hairdryer can work on three different speed settings. Also, the product’s cold air setting is not functioning properly.  The terms and conditions on your website state that customers are entitled to a full refund for a defective product. I have attached the receipt that I got with the product for the complete order and payment details. Kindly initiate the refund process as soon as possible.  I hope to hear from you soon about the procedures for returning the product and receiving a refund.  Sincerely, Simon Gomes [Name of the Sender]

 

Why is this letter a perfect example of a claim letter? Let us check it out. 

#1 The sender has clearly mentioned the purpose of writing the letter 

#2 The sender has given clear details of the product and the defects of the product for which he is claiming a refund 

#3 The sender has used a polite tone and has requested a refund 

#4 The letter is divided into clear, readable, short paragraphs where each paragraph has its purpose 

 

Read Here: How Do You Write An Introduction to An Assignment? 

How to Write an Effective Claim Letter? 

Here are some of the best tips from GoAssignmentHelp academic writers that will help you in creating an effective claim letter. There could be different kinds of claim letters but these tips can be applied to all of them. So, let’s get started. 

#1 Use Clear Language 

State clearly what you are claiming and why. Back up your argument with facts that make your case strong. Do not write stories as it may confuse the readers. For example, you can use simple statements like “I had bought an air purifier from your online store on June 11, 2021. Unfortunately, the air purifier is not working properly…” On the contrary, you must avoid extraneous statements like “I am a big fan of your company… I have been buying your products for years…” It might divert the reader. 

#2 Present facts, but don’t be too precise 

It is important to add facts to back up your claim. But sometimes being too precise could be dangerous. For instance, suppose you are claiming your car insurance for the damage caused due to an accident. In the letter, you mention that the accident happened at 5:12 pm. Now if the insurance company would somehow prove that the accident happened at 5:13 pm, your claim would be rejected. So, in such cases, you can write that the accident happened around 5:10 pm. 

#3 Do not threaten or show anger 

You must understand that you have to obey the rules of writing a formal letter. You cannot show disregard, anger, or sarcasm in the letter. At the same time, you do not need to sound too meek. You have been wronged and it is your right to demand compensation for the same. So keep the following things in mind while making a claim: 

• The person to whom you are addressing the letter has done nothing wrong with you. He or she is just the concerned authority who addresses the claims and complaints from customers. So do not pour your anger onto them. 
• Maintain a calm and composed tone throughout the letter. If necessary, ask someone to read your letter and suggest edits. 

#4 State the solution clearly 

Do not give them a chance to decide whether you should be granted that claim. Instead, tell them what would make you happy and how they can compensate for the loss or inconvenience. For example, you must not write: “I hope you can come up with a solution for the inconvenience that has been caused.” Instead, you should write: “I expect that you will either replace this air purifier within the next 15 days or will refund all my money.” Now, why are we asking you to state what you like? Here are a few reasons:

• Firstly, this would reaffirm the purpose of your claim letter. After all, your goal is to receive the claim. 
• Secondly, it would keep you in the driver’s seat and the company would have to grant your claim to maintain their reputation and trust. 
• Lastly, even if they cannot provide what you have asked for, they will give you the second-best solution for your problem. For example, some companies do not have a return policy. So they either might provide you with a complete refund or deliver a fresh product to you. 

Need more claim letter examples? 

Connect with GoAssignmentHelp academic writers today! We can help you write claim letters, job application letters, job acceptance letters, college admissions letters, apology letters, agreement letters, appreciation letters and many more. Seek assignment help 24/7 from our subject matter experts and say yes to better grades.