GUIDELINES

  1. If you are making a claim, your letter should be brief and professional. Your request should be specific. Refer to any documents you have attached. Ask the reader to reply or more appropriately, call you. Make this phone call soon after the incident.
  2. Tell the reader that you are making a claim. Provide the specific details of the application, including the policy number.
  3. Write the estimated or exact amount you are claiming.
  4. Refer to any documents you have attached, like forms, police reports, receipts, repair estimates and medical records. You can also ask about any extra materials you need to make your case.
  5. Request a reply or end on a thank you note.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I am sending this letter to you as a claim on the home insurance policy that I am currently enrolled in with your bank.

My home was forcefully entered, and I was robbed of my jewelry box along with all the items inside it. I have approached four jewelry stores and asked for appraisals, which I have included in this letter.

If you need to speak to me further regarding this, please give me a call at 333-3333. I hope to fix this situation at the soonest possible time. Thank you very much.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter example to claim insurance due to a house robbery.

Further things to consider when writing claim letters to vendors

Further things to consider when writing claim letters to vendors

Claim Letters

Claim letters are persuasive letters sent by customers to companies to identify problems with products or services. Customers write claim letters to express their dissatisfaction with the purchased products and get compensation. In most cases, claim letters are accompanied by supporting documents to give a backup to the claim. There are many occasions you may find claim letters useful. Maybe you have bought a defective product from a company, you slipped on an unmarked wet floor in a supermarket, or you want to notify someone of unsatisfactory work or breach of contract. The best way to air your claim in such situations is through a claim letter.

When writing claim letters, you need to state clearly and honestly what went wrong. If it is a faulty product, provide its details such as the place and date of purchase. Mention what you expect from the company as per the agreed terms. Maintain a professional and assertive tone even though you feel that you have been wronged. If there are forms you need to fill, include them with the letter for faster approval. Close the letter on a courteous tone and thank the recipient for his/her anticipated help.

Letters to Vendors

Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.

Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.

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