By:Solon, Lilet & Exequil, John Lie

CLAIM LETTERS

A letter in which a complaint is expressed

A letter in which the customer makes known that he has a claim against the company

A letter written to protest errors or shortcomings

Claim Letters

1. Explain carefully and tactfully what is wrong. Never allow yourself to be controlled by anger.

2. Indicate details necessary to identify your claim – dates, catalogue numbers, order numbers, colour or make of item, etc.

3. Indicate the loss or inconvenience you have suff ered.

4. Don’t exaggerate claims or make sarcastic remarks.

Rules for Writing Claim Letters

5. Explain, in general terms, what you feel the company should do about your claim, but don’t be unreasonable in your request.

6. Avoid accusing or threatening expressions such as I demand I must insist You will have to Unless you Why can’t you

Rules for Writing Claim Letters

Types of Claim Letters

1. Merchandise claims – this type involves orders incorrectly fi lled, merchandise whose quality is unsatisfactory, and goods damaged or delayed in shipment

2. Amounts of money claims – this type involves errors in statements and invoices and misunderstanding with regard to price or term of payment.

3. Service claims – this type concerns delays in fi lling orders or requests for service, discourteous treatment by employee, and failure to make a follow-up of an earlier incomplete service.