How to Write a Claim Letter

• At the beginning of your letter, indicate that you are making a claim and specify
the type of claim you are making (e.g., an insurance claim).
• State the policy number, if applicable.
• Describe the specific circumstances or details of the claim (for example, that a
product is defective or the details of an accident). Give all relevant facts
concerning the claim.
• Indicate the amount you are claiming or what action you would like the reader to
take and the date by which you expect the action to be taken.
• Refer to any documents you are including with your letter, including claim forms,
repair estimates, warranty, or records or receipts. Ask if there is any other
information or documents or forms you need to send.
• If you are using some of the enclosed documents as evidence to substantiate
your claim, specifically mention the content of the documents and illustrate how
they support your claim.
• Indicate by when you would like to receive a reply to your letter and include
contact information that will allow the person to easily reach you.
• You may want to thank the reader for his/her (anticipated) help before ending
your letter.
 Claim Letter Tips:

• Remain courteous and respectful. Even if you feel you have been
wronged, maintain a professional, though assertive, tone at all
times.
• Send your claim letter within the prescribed time period so that the
claim will be valid.
• If there are any necessary forms, etc., that you need to fill out or
send, include them with your letter for faster approval.
• Clearly state what it is that you hope to accomplish in sending your
claim letter.
 When denying a claim be sure to:
• Open by stating your regret that the claim must be denied.
• Include the policy number, if applicable.
• Give the reasons why the claim was denied or rejected. Include any documents that
provide evidence to support this action.
• Include information about what the claimant must do or change to have the claim
approved, if desired.
• Include any important dates, such as the date by which an appeal or resubmission
must be made, if applicable.
• Include the contact information for the person to whom an appeal would be made, if
appropriate.
• Reiterate your regret that the claim must be denied and express your willingness to
discuss the matter further or work to resolve the problem, if necessary.
• Close by stating that you value the reader’s business or that you appreciate him/her as
a customer.
 How to Write a Response Letter

• Be professional and courteous - Do not procrastinate.

• When responding to previous correspondence, it is often a good idea to repeat
important information.
• Wonderful opportunity to ask any questions or clear up any misunderstandings you
might have.
• When asked for advice, respond quickly.
• If you have been asked for advice and do not feel you can give it, express your regret,
and suggest that someone else would be in a better position to be of assistance.
• Avoid comments or expressions of personal opinion, unless they are complimentary.
• The tone should still be positive and courteous. Even if your response letter contains
negative information (such as declining a job offer, denying someone credit, or
declining to follow a suggestion),
•
It is often a good idea to thank the reader for his or her time and interest.
 Declining? Your letter should:

• Be gracious, whatever the reason is that you

must decline.
• Thank the person for the invitation, offer, gift,
suggestion, etc.
• State clearly that you are unable to accept.
• Briefly state the reason that you are unable to
accept, if desired.
• In closing, restate your appreciation for the
person’s consideration.