Presented By:V.Mathan kumar,

MBA Ist year,

SKCT.

Adjustment

&

Claim Letters

One

• Letter

• Business Letter

Two• Types Of Business Letter

Three

• Adjustment Letter

• Guidelines

Four

• Claim Letter

• Guidelines

CONTENTS

Letter

Definition“A written or printed communication directed to a

person or organization.”

Letters may be created and sent as:E-mail or electronic transmissions

Hand-delivered transmissions

Regular mail transmissions

Business Letter

Business letter is a form of written communication within

an organization or between two organizations.

It is differentiated from a general letter by its layout and

form which is well established by convention and practice.

Types Of Business Letters

BUSINESS

LETTER

CLAIM LETTER

QUOTATION

LETTER

SALES LETTER

COLLECTION

LETTERENQUIRY LETTER

JOB APPLICATIONADJUSTMENT

LETTER

A type of letter addressed in response to a customer's claim or

complaint letter, written by a representative of an organization or

a group

Adjustment letter is a reply to a claim letter.

It should not be sent in a moment of excitement or anger.

Take sometime to restore to one’s usual self before writing such

letter.

A letter of adjustment doesn’t mean that your complaint or

claim will be accepted

Adjustment Letter

• Convey good news first and also Explain why things went wrong.1

• Give additional information for the same product.2

• Close the letter, emphasizing the action to be taken by customer3

• Address the letter to the claimant by name.4

Guidelines

Your NameYour Address(can be positioned left, right or centre)

Date(can be positioned left, right or centre, before Reference or after or at the start)

Recipient’s Name (specific official or person)Recipient’s Address (can be positioned left, right or centre)

Reference or Subject

Dear Recipient (Salutation)

First Paragraph - Acknowledgment of the complaint along with apology 2-4 lines detailing the inconvenience cause to the client

Second Paragraph – Details of goods, service or issue at hand etc.

Third Paragraph - Complaint or Claims rectification or resolution

Subscription - Thanking you, yours sincerely etc.

Signature

First Name Last Name

ENCL (optional) stands for ‘Enclosure’ and refers to any attached documents

Format Of Adjustment Letter

Example

Claim Letter

Claim letters are used to make claims due to unsatisfactory work or products by companies that have contracted another party to complete work.

A claim could be of many kinds:

Car insurance claim

Health insurance claim

Life insurance claim

Claim against theft

Claim against fire

Accidental claim

Compensatory claim

Deposit refund claim

Retrenchment reimbursement claim

• It will be written as soon as damage is done.1

• It should be brief and point.2

• Claim letter should have a policy number against which the claim requested easy to track past records.

3

• It will need supporting documents like police report, Death certificate etc .4

Guideline

Your NameYour Address(can be positioned left, right or centre)

Date(can be positioned left, right or centre, before Reference or after or at the start)

Recipient’s Name (specific official or person)Recipient’s Address (can be positioned left, right or centre)

Reference or Subject

Dear Recipient (Salutation)

First Paragraph –Describe the person and policy details

Second Paragraph –Convey the message why you should claim

Third Paragraph - Complaint or Claims rectification or resolution

Subscription - Thanking you, yours sincerely etc.

Signature

First Name Last Name

Format Of Claim Letter

Example