- 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 am writing to file a claim on the car insurance I have with you, as I need it to cover the costs of the repair of my Chevrolet Volt which was damaged during the last hurricane.
Throughout the duration of the storm, I parked my car in the garage of my house to protect it from all the natural elements, however, because of the intensity of the wind and rain; the roof of my garage was blown off. Subsequently, tree branches and other storm debris caused significant damage to the exterior of the car.
I have attached the repair estimates made by three different car companies. The highest estimate is priced at $5,480 while the lowest is at $4,295. All details are included.
I would like to thank you in advance for your prompt assistance regarding this matter. I would like to have the repairs done as soon as possible and would greatly appreciate your cooperation. Thank you very much.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Make a insurance claim. Sample letter.
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.