GUIDELINES

  1. Mention that you do not agree the proposed solution. State the alternative solution that you would expect to be implemented. Since this is the first letter, do not blame or threaten. If the problem is not solved you can mention about your planned course of action.
  2. Mention the problem and your disagreement.
  3. Support your point of view with appropriate evidence.
  4. Mention the solution that you would like to see. Also, state what measures you are ready to take to get the desired results.
  5. Thank the reader and express your confidence to reach an amicable solution.

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],

In the letter you sent me dated June 6, it is stated that my insurance policy does not cover the windshield replacement I had done at Whitfield's Windshields since it is not an authorized car repair service. I believe that that it is not stated in the policyholder's information leaflet that your car glass repair service has conditions. Whitfield's informed me that that they often do services for Richfield Insurance clients. Kindly approve my claim and pay to Whitfield's Windshields my balance amounting to $230.00 (which is actual $280.00 less the $50 deductible). Also, please send me the complete list of "official" car repair shops. I appreciate your cooperation regarding this matter.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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