Writing a Claim Letter: Tips and Template

Writing Claim LetterA Letter of Claim or Claim Letter is written to notify an employee of incomplete or unsatisfactory work on a specific project.

For example, you’ve hired someone to decorate your home/office, but left it incomplete or did not fulfill your expectations.

In this case, you would write a letter of claim stating the faults and what action should be taken.

The following phrases make claims against unproductive or unsatisfactory work.

  • As someone who has worked with…
  • We were very disappointed to find/see/have discovered…
  • As our written agreement stipulated, we expected…
  • I think you will consider the problematic roots our partnership…
  • We would like you to provide…., or provide us with a refund.

Few Tips to Writing an Effective Claim Letter

  • Specify the type of claim in a statement at the beginning of your letter. (e.g. insurance claim)
  • State the policy or account number if relevant.
  • Describe the specific set of circumstances or details of the claim. Provide all relevant facts concerning the faults of the claim.
  •  Write the amount sum for the service and state what action you expect to be taken.
  • Refer to any documents included with the claim letter, any claim forms, repair estimates, warranty, or records or receipts.
  • Inquire whether are any further documents are necessary for proof.
  • If you are enclosing documents of proof with your claim mention the content of the documents and illustrate how they support your claim.
  • Specify that would like to receive a reply letter promptly.
  • Thank your recipient for his/her anticipated efforts before ending the letter.

General Claim (Complaint) Letter Template:

[Your address]
[Other contact details you may wish to give, phone, e-mail etc]
[Name of contact person, if available]
[Title, if available]
[Customer Services Manager, if you don’t have a contact name]
[Company Name]
[Company address]

Re: [Account number, product, service etc]

Dear [Contact Person or Customer Service Manager],

On [date], I [bought, rented, had serviced etc] a [name of product with model number, service performed etc] at [location and other details of the transaction].

I am unsatisfied with your [product, service, billing etc.] has [not performed as it should, was wrong etc] because [state the problem as you understand it giving as much detail as possible].

To resolve the problem I would appreciate your [state the action you require e.g. refund, service performed again etc].

Enclosed is a copy/are copies of the [receipt, contract etc].

I look forward to hearing from you and to a resolution of this problem. I will wait for [set a time limit] before seeking help from [Trading Standards, consumer group, solicitor etc.

Please contact me at the above address or by phone [give numbers].

Yours sincerely

[Print Your Name]
Enclosures: [state documents you have enclosed, if any]
Cc: [Include Name, Company if you want to send a copy of this letter to someone]

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