"Claim Letter Template"

What Is a Claim Letter?

A Claim Letter is a formal document prepared by a client and sent to a business or individual they worked with or obtained a product or service from to request compensation for a particular mistake or wrongdoing of the recipient of the letter.

It is widely used in a variety of industries as the first and sometimes the only step of dealing with the issue - for instance, you may demand a refund if you ordered faulty equipment or the contractor you hired to decorate your apartment took the money yet refused to perform certain renovations. Appeal to the party that did not hold up their end of the bargain as soon as you can indicate a fair amount of money or solution that will fix the problem. You can download a Claim Letter template through the link below.

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How to Write a Claim Letter?

Follow these steps to compose a simple Claim Letter:

  1. Identify yourself and state that you intend to make a claim right away. You may also add a number and date of the agreement or policy if any of these documents are applicable in your situation.
  2. Describe the circumstances surrounding your claim. Mention all the important facts in chronological order. The Claim Letter format depends on you but usually, a description of the claim does not take more than one or two pages with the introductory part and the conclusion.
  3. Indicate the amount of money you want to receive from the recipient of the letter or outline what steps they must take to satisfy your demands - for instance, you may request a replacement of the broken item you received by mail. Note that if you claim compensation for medical treatment and medication you paid for from your own pocket your demands must be proved by official documentation you received from your physician.
  4. You can support your statements by attaching copies of relevant documents to the letter - witness testimonies, medical records, repair receipts, warranties, etc.
  5. State the date when you want the other party to meet your demands and include your contact details to give them a chance to get in touch with you in case there are any questions or issues.
  6. Thank the letter reader for their attention, date, and sign the document.

You should send it via certified mail to obtain a receipt - if later you pursue legal action, a receipt will serve as evidence of your attempts to settle the matter before legal proceedings. Be prepared that your claim will be ignored or you will receive a Claim Denial Letter - in both cases, you may file a lawsuit citing the silence of the other party or a denial of your demands.


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Claim Letter
From: ​ _ __________________________
To:​ _ _____________________________
Sender’s Name
Recipient’s Name
_________________________________
_________________________________
_________________________________
_________________________________
Sender’s Address
Recipient’s Address
_________________________________
_________________________________
City, State, ZIP Code
City, State, ZIP Code
_________________________________
D ate
Dear ____________________________,
It has come to our attention that you have not completed the ____________________
that ____________________ hired for on ____________________. We have agreed
on certain specifications and you have failed to get those through.
We are deeply disappointed that you could not hold up on your end of the contract
signed. We hope that you can either:
● Return or finish what you’ve started with the specifications laid out in our
contract; or
● Payout the damages for non-completion included in section ___ of the contract
we signed.
Please respond to this letter with your decision to solve the issue.
Regards,
_______________________________
Sender’s Name
_______________________________
Sender’s Signature
©​ ​ ​ ​
T EMPLATEROLLER.COM​
Claim Letter
From: ​ _ __________________________
To:​ _ _____________________________
Sender’s Name
Recipient’s Name
_________________________________
_________________________________
_________________________________
_________________________________
Sender’s Address
Recipient’s Address
_________________________________
_________________________________
City, State, ZIP Code
City, State, ZIP Code
_________________________________
D ate
Dear ____________________________,
It has come to our attention that you have not completed the ____________________
that ____________________ hired for on ____________________. We have agreed
on certain specifications and you have failed to get those through.
We are deeply disappointed that you could not hold up on your end of the contract
signed. We hope that you can either:
● Return or finish what you’ve started with the specifications laid out in our
contract; or
● Payout the damages for non-completion included in section ___ of the contract
we signed.
Please respond to this letter with your decision to solve the issue.
Regards,
_______________________________
Sender’s Name
_______________________________
Sender’s Signature
©​ ​ ​ ​
T EMPLATEROLLER.COM​