A claim letter is used to express a complaint against a company by detailing an error or shortcoming. The letter should explain the issue tactfully without anger, provide necessary details to identify the claim such as dates and order numbers, and indicate any loss or inconvenience suffered. The letter should make a reasonable request for resolution but avoid accusatory or threatening language. There are three main types of claim letters: merchandise claims about incorrect or unsatisfactory orders; money claims regarding billing errors or payment disputes; and service claims concerning delays, discourtesy, or incomplete assistance.

1. By:
Solon, Lilet
&
Exequil, John
Lie
CLAIM LETTERS

2. 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

3. Rules for Writing 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 suffered.
4. Don’t exaggerate claims or make sarcastic remarks.

4. 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

6. Types of Claim Letters

7. 1. Merchandise claims – this type involves orders
incorrectly filled, 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 filling
orders or requests for service, discourteous treatment
by employee, and failure to make a follow -up of an
earlier incomplete service.