- Write a brief and formal letter to make your claim. Be specific about your request and refer to any documents you have attached. Contact again with a phone call as soon as possible.
- Tell the reader that you are making a claim. Give the specific details, including the policy number.
- Mention the estimated or exact amount that you are claiming.
- Get the reader's attention to any enclosed documents. These include receipts, claim forms, medical records, police reports, repair estimates, etc. You can also ask about any other materials you need to make your case.
- Request a reply from the reader and end on a thank you note.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am putting in a claim on the car insurance that I currently have with you. My policy number is 457196. Last week, I was rear-ended at Highway 32 by another vehicle. He was speeding and had cut me off, despite the fact that I signaled earlier that I was going to exit 76. I have attached the car owner's details and the police report that I filed. There seem to be some problems regarding his auto insurance policy, which is why I am forced to take out the costs for repairs from my insurance.
I have also included the repair details that I got from three different car shops. I hope that you find this information sufficient to process my request. If you have any questions, please don't hesitate to call me at 333-3333. I hope to get my car fixed at the soonest possible date. Thank you.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Make an insurance claim. Sample letter.
Further things to consider when writing request letters to customer service
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Customer Service
Letters to customer service are letters sent to the person in charge of offering assistance and advice to customers or clients in a company. The recipient of these letters could be the customer service manager or any other person in the customer service department. There are many types of letters written to the customer service. The most common ones include inquiry letters to inquire information about products and services, complaint letters to file a complaint, and thank-you letters to thank a company for quality services. For any reason you may want to write to customer service, your letter must be formal.
The best letters to customer service are short and straightforward. Make sure to address the letter accordingly. For instance, if you know the customer service manager, address him/her by name. However, if you don't know his/her name or anyone in the customer service department, address your letter as "To whom it may concern". State your name and the reason for your letter. Convey your message clearly. Provide necessary information such as contact details. Be polite and professional even if you are filing a complaint. End the letter positively or by calling the recipient to action.