Writing a Direct Claim Letter

In the business world, mistakes are occasionally made. Orders may be late, service maybe poor, shipments may be damaged, and so on. In situations like these, business letters are written to identify what's gone wrong. These letters are called direct claim letters or claims.

A direct claim letter has a three-part body:

1.     Begin by directly stating the problem. Don't beat around the bush or try to soften the blow. Your opening should clearly state the problem and how you would like the receiver to deal with the situation.

2.    In the body of the letter, provide details about the problem and justify the solution you've suggested. State the facts logically, objectively, and professionally.

3.   Conclude the letter on a positive note. You may want to reassure the receiver that you will still consider doing business with the company once the problem has been solved.

Here is a sample of adirect claim letter:

Now your turn:

You will write a direct claim letter based on the following information.

•    You placed an order through Sony America toll free 1-888-289-7669 phone on November

20.

•    On December 4, you received a shipment of 25 Bravia 52-inch TVs by mistake.

•    You need Sony to ship the correct order as soon as possible as you need the TVs for

Christmas rush.

•    You will enclose a copy of the original order as well as the packing slip that accompanied the shipment of the 52-inchTVs.