How to Write a Claim Letter (+ Template and Example)

Knowing how to write a claim letter will benefit you when you need to make an insurance claim or request a refund or exchange for damaged goods. Claim letters are necessary tools when you receive a damaged product or when you are involved in an auto accident. Other typical reasons you can file a claim include damages to your property and health insurance claims. Knowing the most effective way to write a claim letter will help you get your claim approved and paid.

In this article, you will learn how to write a claim letter for your personal and business needs. We provide a format for writing claim letters and a sample letter that includes the details you need to supply with your claims.

Writing a claim letter requires some research and information gathering. Below we have indicated the specific information about the claim you need to gather before you begin to write.

For Insurance Claims:

• Date of the incident. For example, if you need to file a claim on your home or auto insurance, you need to know the date the damage occurred.
• Repair estimate. Home and auto insurance companies vary in the ways you can get a repair estimate. Call the insurance company to learn if you supply your estimate or if the insurance company requires you to go to an approved estimator.
• Policy Holder Name and Policy Number. Whether you are filing a claim to your own insurance company or another party’s insurance company, you will need the policy holder’s name and the policy number.

For Refunds or Replacements:

• Your order number or receipt. When you file a claim for a refund, you will need proof you purchased the item. Your order number, purchase order number, or receipt will work as the required verification.
• Proof of Damage. For a damaged item, you will probably only need to file the claim and return the item for a refund or exchange. However, if you have placed a purchase order for goods, you will need proof of the reason the goods are unacceptable. Provide quality reports including specifications or with photos of the damaged item.
• Dates. You need both the date you placed the order and the date you received the damaged goods.

Once you have gathered all the necessary information, it’s time to write your claim letter. You can follow these six steps to create your letter.

• State you are filing a claim in the first few lines of your letter. Include the policy number and policy holder’s name if you are filing an insurance claim.
• Describe the incident. If you have been in an auto accident, briefly describe the accident. Stay professional and concise in your description. If you have received damaged goods or goods that do not meet your specifications, describe how and why the goods are unacceptable.
• Indicate your preferred method of resolution. Here you should state the dollar amount needed to cover damages if you are filing an insurance claim. If you want to return an item to the seller for a refund or exchange, state that here and include your purchase price.
• Note any documents you have enclosed, such as repair estimates, claim forms, warranty, receipts, or purchase orders. If a product does not meet your company’s purchase order specifications, include a copy of the quality control report and the purchase order. You can also include pictures of damaged or unsuitable goods.
• Discuss your documents to demonstrate how they back up your claim. For instance, you might state that the purchase order specifications do not match the product you received, as proven by your documents. For an insurance claim or a refund, you do not need to complete this step.
• Include your contact information and thank your recipient for their help. Be sure to provide more than one method of contact, such as a phone number and an email address. Thanking your recipient for their assistance is a polite way to close your letter.

Claim Letter (Word Template)

• State you are filing a claim
• Describe the incident
• Tell your recipient how you would like the claim resolved
• Include documents to prove your claim
• Describe how the documents apply to your claim
• Include your contact information