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Business Letter Writing: Claim Letters

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Claim letters are used to make claims due to unsatisfactory work or products by companies that have contracted another party to complete work. For example, if a company outsources production of a part required for a final product and is unsatisfied with the contractor's work, that company will write a claim letter to demand superior products. As such, claim letters have a very formal and serious tone. Use the suggested phrases and model letter below to model claim letters for use in your own business activities.

The following letters make claims against unsatisfactory work. You can find different types of business letters and the guide to further refine your business English letter writing skills.

Useful Key Phrases

  • As someone who has worked with ...
  • we were very disappointed to find / see / have discovered ...
  • As our written agreement stipulated, we expected ...
  • I think you will agree that a communication problem exists.
  • We would like you to ..., or provide us with a refund.

Example Letter

Drivers Co.
3489 Greene Ave.

Olympia, WA 98502

August 17, 2001

Richard Brown, President
Document Makers
Salem, MA 34588

Dear Mr. Brown:

As someone who has worked with your company for over 3 years, we were very disappointed to see the documents you produced for our latest Drivers Co. publicity campaign.

As our written agreement stipulated, we expected full color leaflets with fancy explanatory texts, but instead, we found that black and white photos had been included in the prepared leaflets. I think you will agree that a communication problem exists.

We would like you to send out a photographer to provide us with the promised color coverage, or provide us with a refund.

Yours truly,

(signature here)

Thomas R. Smith,
Director

TRS/lj

For further types of business letters use this guide to different types of business letters to refine your skills for specific business purposes such as making inquiries, adjusting claims, writing cover letters and more.

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