Writing Claim Letter

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

Part	Content
Opening	Explain the problem
Focus	Give your reaction
Action	Give a solution
closing	Thanks the reader

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.