How to Write Claims

Begin a claim letter by indicating the fact that you are going to make a claim and be sure to detail exactly what claim type you intend to make such as a claim for insurance. If applicable, include a policy number.

Detail the specific events for the claim such as a defective product or the specific details of a whether event that affected your property. Relate all facts that are relevant to the claim. State a specific dollar amount for your claim as well as the action you expect that your reader will take and the time that such action must be taken in order to satisfy your claim.

If you include documents with your claim such as forms, estimates for repair, records, receipts or warranty information, be sure to refer to them specifically in the body of the letter. Be sure to ask that you be informed of any other information you must send in order to complete your claim.

If some of the documents you enclosed are being used to prove the claim, mention specifically what the supporting document contains and show how the supporting documents help to prove the validity of the claim.

Let the reader know what date you want to have a reply to the letter and be sure to write down your contact information so that you can be easily reached. Consider thanking readers for their help as you end the letter in order to help build goodwill toward you and your claim.

Claim letters should be respectful and courteous regardless of if you feel that you are the injured party. The tone must be professional as well as assertive throughout the entire letter. Be sure that the claim is sent within the time guidelines for filing a valid claim.

Include any completed forms that are necessary to ensure that your claim is approved quickly. State clearly what you expect for your letter to accomplish and what time frame you expect it to be accomplished within.

{slide=Denying claim letters}
Begin your denial letter with your regrets that the claim has been denied by your company or agency. Include applicable policy numbers. List any reasons for the rejection or denial of the claim while including all documents that prove the reasons why this particular claim has been rejected and/or denied.

Be sure to add any information about what can be done or changed in order for the claim to be approved if at all possible. Be sure to state any relevant dates such as when the resubmission of the claim or appeal must be sent.

Include information on contacting the person who can take the claim appeal if this is appropriate information to include for the circumstance of the letter. Restate your regrets about the claim denial and let the reader know you are willing to discuss the claim further and work towards a resolution that will make both parties happy.

In closing, state that the reader is a valuable customer and that you appreciate their business and want to continue the business relationship. {/slide}

Claim Letters

18+ Topics (Situations) 69+ Sample Letters Writing Tips Recommendations 500+ Power Verbs 100% Formatted Ready to Use PDF Format

More Than 18 Topics and 69 Letter Samples

• Appeal to higher authorities when complaint letters don’t work.
• Complaint about a shipping error.
• Decline a request for a claim or adjustment.
• File a warranty claim.
• Give a warning to an employee.
• Make a insurance claim.
• Make an insurance claim.
• Request a refund or reimbursement.
• Request a retraction or correction from the media.
• Request confirmation of receipt of earlier mailing.
• Request correction of a billing error.
• Request correction of an error in a check.
• Request correction of an error in a credit card.
• Request correction of an error in a credit report.
• Request correction of an insurance company’s error.
• Respond to a complaint.
• Warn a customer about credit suspension or penalization.
• Warn a distributor under your supervision.