How to Write a Claim Letter (Examples and Templates)

The claim letter – sometimes known as a ‘letter before action’ – is a simple written communication designed to let a second party know their service is unsatisfactory. As such, claim letters can be sent in many circumstances. Whether you’ve suffered an avoidable accident in a poorly maintained business or received inferior work from a contractor, sending one of these letters is a step towards recompense.

Often, claim letters are the first stage of formal legal proceedings against a company or individual that’s in breach of contract. They don’t always lead to litigation; however, if a court case is used to recover lost expenses, a claim letter may be shown as evidence. As these letters come before legal actions, they prove the claimant has taken the necessary steps to notify the defendant of the dispute.

There is more than one type of claim letter. These formal communications are useful for scenarios in which one party is unsatisfied with another and wishes to have their expenses returned. Imagine, for example, you buy an expensive piece of furniture or technology, and it breaks down three weeks into a year-long warranty. You may wish to write a claim letter for a refund or replacement.

Perhaps you slipped on an unclean floor in a restaurant and suffered injuries that led to expensive medical bills. Maybe you paid a courier to deliver a valuable item, but it never showed up, and now you need a claim letter for lost goods by transport. The insurance claim letter an individual writes to claim against their own or somebody else’s insurance policy is another good example.

Claim letters may be used as legal evidence, so they should always be composed in an appropriate tone. Even if the dispute between yourself and the offending party is fairly antagonistic, you’re advised to take a formal (and well mannered) stance. It increases the chances of you settling your claim without legal proceedings, and it demonstrates good character if the dispute does make it to court.

• A clearly written statement outlining your intent to make a claim to the organization or individual referenced;
• Any relevant policy codes, product numbers or other transaction-related identifiers;
• Concise (but clear) description of the circumstances that led to the claim (vehicular accident, a trip resulting in injury, insufficient goods or services, etc.);
• The action you want the organization or individual to take in response to your claim (usually a full or partial refund);
• A clearly stated deadline for the action outlined above;
• Your next step if the appropriate actions aren’t taken to settle your claim (legal proceedings).
• Your contact details and an invitation to speak with you directly via phone or email;
• Copies of any relevant documentation (receipts, policy documents, service contracts, etc).

If you need more inspiration, here are some sample letters and templates you can use as guidelines for your letter. Don’t forget, if you’re writing a claim letter for damaged goods, include the receipt (where possible) and any unique customer references.

Insurance Claim Letter

This is a letter written to your insurance company, notifying them of your intention to claim against a policy. It may be used after a car accident to claim for repairs or after a burglary to recover the value of lost items.

Claim Letter for Damaged Goods

This is a letter written to a provider to notify them of unsatisfactory goods and/or services. Letters like this are normally settled when a provider replaces the damaged goods or issues a refund for items that are purchased but unusable.

Claim Letter for Refund

This is a letter written to a provider, supplier, or contractor who has not delivered the goods or services promised according to the terms agreed. It makes clear your intent to seek a full or partial refund rather than giving the provider another opportunity to fulfill their responsibilities.

Claim Letter for Lost Goods by Transport

This is a claim letter written to an individual or organization responsible for the safe transportation of goods to notify them that you have not received the goods as promised. It outlines your intentions to recover any fees paid for goods you purchased but cannot access.

Claim letters come in a wide variety of styles because individuals may claim for expenses incurred or lost as part of any legally binding agreement. Key things to include are a formal tone with minimal hostility, clearly stated details relating to your case (date of the contract, agreed deadlines, lost expenses, next steps), and any documents that prove or reinforce the claim.