GUIDELINES

  1. Be polite and formal in the tone of the letter.
  2. Mention the previous letter you received.
  3. Give a brief yet concise response to the claim letter sent to you.
  4. End on a positive and courteous tone.

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 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.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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