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 dollar 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.