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Rabu, 11 Juni 2014

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.