- Be polite and formal in the tone of the letter.
- Mention the previous letter you received.
- Give a brief yet concise response to the claim letter sent to you.
- End on a positive and courteous tone.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I have received and read the letter which you have sent me regarding the claim that you are making regarding the events of December 2, 2008.
I am happy to inform you that your claim has been examined and verified, and we wish to settle your claim according to the amount that you have stipulated.
We will be sending you the details of the meeting we will be having soon about the settling of the claim.
I wish you a good day.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Response to a claim letter. Sample letter.
Further things to consider when writing claim letters to business partners
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 Business Partners
Letters to business partners are letters you write to people with whom you have some degree of involvement with their business dealings. A business partnership is a legal relationship formed when two or more people agree to run a business together are co-owners. When you make such a partnership, you need to write a letter to your business partners to convey your message clearly and strongly, and to keep a legal record of the partnership. The letter should be formal and must contain the partnership offer, names of all the business partners, and the terms and conditions of the partnership.
Letters to business partners should be written with a professional tone. They should conform to all the accepted business letters standards. State the purpose of the letter. Give all the necessary details regarding the partnership as outlined in the contract. Include the name and title of the recipient. Employ the appropriate formal salutations and closings. State the date clearly and mention any document that is enclosed with the letter. Close the letter on a positive note and sign it off with your name and title. Letters to business partners should be printed on the company's letterhead.