Claim Letter Writing Guide

Introduction

A claim letter is a persuasive letter sent by a customer to a business or agency.
Identifies a problem with a product or service.
Also referred to as a letter of complaint.

Sender's Information
- Include your name, occupation, and organization.
- Example: Principal of a school.
- Add organization name and address (number, street name, city, state, zip code).
- Date the letter (format: month, date, year).
Recipient's Information
- Write the full name of the recipient and their occupation.
- Example: Manager.
- Include company name and address (number, street name, city, state, zip code).
Salutation
- Start with "Dear Mr./Mrs./Miss [Last Name]".
- If unknown, use "Dear Sir/Madam".

State the reason for writing the letter.
Be direct about the complaint.
Example: Pending installation of water coolers at the school.
Reference the agreement and the expected completion date (month, date, year).
Clearly explain how the company failed to fulfill their responsibilities and the inconvenience caused.

Reiterate what was expected from the company.
Mention the order details (number of products ordered and invoice number, order date).
Specify what was received instead (e.g., only 6 out of 10 products).
Include the service aspect (installation) and express disappointment regarding professionalism.