- 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.
- Tell the reader that you are making a claim. Provide the specific details of the application, including the policy number.
- Write the estimated or exact amount you are claiming.
- 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.
- Request a reply or 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 would like to forward this request for a claim on the insurance policy that I have with you. This letter is actually for documentation purposes as I had already spoken with one of your insurance agents when I went down to your office last Thursday.
Like I told her, my motorcycle, a 2011 Victory Vegas, was stolen as it was parked outside my office in 2336 N Pennsylvania Avenue. I only noticed that my bike was gone as I left the office to head home at around 6:30 in the evening. I reported the incident immediately to the police and had attached the police report.
I had originally bought the bike just four months ago for $15,000. The receipt for this purchase is also included.
I hope that you can process my claim at the quickest time possible, and I would greatly appreciate hearing back from you within the next few days. Thank you very much for your time and efforts.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Claim insurance for a stolen motorcycle letter example.
Further things to consider when writing claim letters to vendors
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.