Writing a Claim Letter

Definition of a Claim Letter

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

Structure of a Claim Letter

Sender's Information

1. Sender’s Details: Write your information as the sender.
   • Include your name, occupation, and organization.
   • Example: Principal of a school.
2. Organization Name: Write the name of the organization (school).
3. Address: Include the number, street name, city, state, and zip code.
4. Date: Format should be Month, Date, Year.

Recipient's Information

1. Recipient’s Details: Write the full name of the recipient.
   • Include their occupation and organization.
   • Example: Manager.
2. Company Name: Write the name of the company.
3. Address: Include the number, street name, city, state, and zip code.

Salutation

• Start with "Dear Mr./Mrs./Miss [Last Name]".
• If unknown, use "Dear Sir/Madam".

First Paragraph: State the Problem

• Clearly state the reason for writing the letter.
• Directly complain about the issue (e.g., pending installation of water coolers).
• Mention the location (e.g., writer's school) and refer to the initial agreement.
• Include the deadline for installation based on the agreement (Month, Date, Year).
• Describe how the company failed to fulfill the agreement and the inconveniences faced.

Second Paragraph: Order Details

• Mention what you were supposed to receive.
• Include the order number and date of order (Month, Date, Year).
• Detail what was actually received (e.g., received 6 out of 10 products).
• Include complaints about lack of service (e.g., installation).
• Express disappointment over the company’s failure to be professional.

Third Paragraph: Request for Resolution

• Provide a last chance for the company to fix the issue.
• Suggest a new deadline (e.g., an extra 8 days for delivery and installation).
• Offer a second option: a refund if the company cannot meet the new deadline.
• Clearly state when the event is scheduled to set expectations.

Final Paragraph: Call to Action

• Ask the recipient to respond as soon as possible.
• Demand action based on the two options given (complete the order or issue a refund).

Closing

• Close the letter with "Sincerely".
• Add your signature and print your full name beneath it.

Additional Tips

• Avoid cursing and maintain professionalism, even if frustrated.
• Keep the letter formal.