A claim letter is a letter that you write to a company to
point out a problem. Some problems thatyou write about in claim letters
include: receiving the wrong products, receipving damaged products, or
receiving an incorrect invoice.
Before you write the
letter, make sure you have all the information about the problem. If necessary,
contact other people in your company. Ask them if they have anything to add.
The body of a claim letter
generally has four parts
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Part
|
Content
|
|
Opening
|
Explain the problem
|
|
Focus
|
Give your reaction
|
|
Action
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Give a solution
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closing
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Thanks the reader
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Example:
May
20, 2014
Ms. Rosali Roger
Customer Service Manager
New Tech Answers
234 Liberty Road
Philadelphia, PA 19148
Dear
Ms. Roger:
In
a recent shipment from New Tech Answer, there were two problems: we receipt the
wrong manuals and our account was incorrectly biled.
On
April 5, we placed the following order: one copy of TM-0035-3 and one copy of
TM-0045-6. On May 10, we received two copies of TM-0055-3. We did not receive
TM-0035-3 or TM-0045-6.
We
are returning under separate cover the two copies of TM-0055-3.
Please
send us the two (2) manuals that we ordered. Also, please correct our account,
no. 594-NT. The invoice was for US $ 32.50 (thirty two United State dollars and
fifty cents). The correct invoice total should be Can$32.50 (thirty two
Canadian dollars and fifty cent) or at today’s exchange rate, US$ 22.18 (twenty
two United dollars and eighteen cents).
Thank
you for your attention to this matter.
Cordially yours,
Mikki Park
Mikki Park
Purchasing Supervisor
Enclosure: Invoice (photocopy)
The
body of a claim letter generally
|
Part
|
Content
|
Example
|
|
Opening
|
Explain the problem
|
In a recent shipment from New Tech
Answers, there were two problems: we received the wrong manuals and our
account was incorrectly bilied.
|
|
Focus
|
Give your reaction
|
We are returning under separate cover
the two copies of IM-0035-3.
|
|
Action
|
Give a solution
|
Please send us the two (2) manuals
that we ordered. Also please correct our account no. 594-NT.
|
|
closing
|
Thanks the reader
|
Thank you for your attention to this
matter.
|
Reference
Lougheed, Lin. (2003). BUSINESS CORRESPONDENCE A Guide to Everyday
Writing, Secound Edition. United State of America: Pearson Education, Inc.
