What is a claim letter? List a few guidelines to be followed when writing a claim letter
What will be an ideal response?
A claim letter is a type of request letter written when there is a problem with a product or
service. The person who writes a claim letter believes, of course, that he or she has been
wronged. A few guidelines to be followed when writing a claim letter are:
• Get the facts. When you write a claim letter, you should rely on facts as the basis of your
claim. Until you have sufficient facts, do not write the letter. When you do have all the facts,
use them to describe the claim completely and accurately. It is especially important to be
complete and accurate when you are writing a claim letter because you are, in effect, making
an accusation. Both to make a convincing argument and to be fair to the reader, you should
present all the facts, and you should do so accurately.
• Avoid accusations, threats, and demands. The goal of the claim letter is to get the missing
merchandise, to correct the billing error, to return the damaged goods—in other words, to get
results; not to accuse, to lay blame, to threaten, or to demand.
• Suggest reasonable solutions. The opposite of accusing, threatening, or demanding is
suggesting reasonable solutions. By suggesting reasonable solutions, you strengthen your
chance of getting a just settlement quickly. It is usually best to suggest the kind of solution that
you consider acceptable.
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