12 FREE Claim Letter Examples

In businesses and even in personal life, there are circumstances where you have to ask for reimbursement or compensation. This can happen as a result of an incident or event or simply because of the non-performance of the other party to the contract. So, to demand compensation or reimbursement in a professional way, one has to write a claim letter for that purpose. You can download claim letter templates at this page.

A claim letter is a formal letter that is written so as to claim for the damages that the sender of the letter faces or had to face because of the wrongdoing, non-satisfactory or simply non-performance on the part of the recipient. In any such case, writing a claim letter is the most important and the very first thing to do. Not only it is written just for the claims, but it also serves the purpose of notifying and informing the recipient of the actual situation i.e., if the recipient is unaware of any default being practiced from their side. However, if any default from the recipient’s side is intentional, the claim letter serves the purpose of informing the recipient about your intention of claiming for the damages.

A claim letter can also be considered as the very first step to any judicial or legal proceedings and is a part of the legal process. In this article, we have provided you with 12 different claim letter examples and formats that are completely free to use. You can modify these example letters according to your requirement.

FREE Official Claim Letter Examples

Claim Letter to Vendor/Supplier

Such a claim letter is written to a vendor or supplier in case of defective items or damaged goods delivered by him/her. This is one of the most common types of claim letters in which the vendor is usually asked to replace the product or refund the amount if any, already received by the vendor. Check the sample claim letter to the vendor given below.

To,

[Name of Recipient] [Designation of Recipient] [Name of Recipient’s Company]

Date:

Subject: Claim Letter to Vendor

Dear [name of recipient],

Our company, [mention company name] ordered [mention details of product like, name, color, measurements/sizes, brand, etc.] on [mention date]. I am writing this letter with disappointment to inform you that the quality of the product that you delivered is not what you have shown as a sample.

Moreover, we ordered [mention number of units or measurements] of [product name], and only [mention number of units or measurements that is actually delivered] is delivered.

I hope that you will respond to this letter as soon as possible to resolve this problem or else we will have to claim a refund, as per the terms and conditions of our agreement.

Yours Truly,

[Sender Name] [Sender Designation] [Sender Company Name]

Claim Letter to Reimburse Travelling Expenses

When an employee of an organization travels as a part of his responsibilities or duties, he/she is entitled to reimbursement for any traveling expenses that are incurred by him/her. He/she has to write a claim letter to reimburse any such traveling expenses and the organization has to pay for it. In some cases or in some organizations, employees are even entitled to claim reimbursement for their personal traveling as well.

To,

[Name of Recipient] [Designation of Recipient] [Recipient’s Department] [Company Name]

Date:

Subject: Claim Letter to Reimburse Travelling Expenses

Dear Sir/Madam,

I am writing this letter to inform you that in this month of [mention month name], I have traveled [number of times you traveled] times to the [mention city/country name you traveled to] so as to resolve some managerial issues at the company’s office of [mention name of city/country]. I paid these visits to the company’s office as per your order and had to travel by air and then at the destined location, I had to travel sometimes by [mention transport name] for any local movement.

So, that’s why I am writing this letter to request you to forward my claim for the above-mentioned travel expenses to the main office for its final approval. I have attached the travel tickets and all other details with this letter.

Thanking you in anticipation.

Yours Truly,

[Sender Name] [Sender Designation] [Sender Contact Details]

Claim Letter to the Publisher

In this type of claim letter, the sender demands the replacement of certain books that are delivered by mistake or simply claims a refund for the books that are delivered by mistake or such books are not according to his/her requirements. For further understanding, check and download the given below claim letter example format.

To,

[Name of Recipient] [Designation of Recipient] [Name of Recipient’s Company]

Date:

Subject: Claim Letter to the Publisher

Dear [name of recipient],

On [mention date of order letter], we ordered some books for our college [mention school name] by writing you an order letter. You delivered the books and we received them at [mention date of delivery]. All the books are according to our specifications except [mention number of books] books. These books are as follows:

[mention name of books that are not in accordance with the requirement]. You have wrongfully sent older editions of these books but we will be requiring their latest edition.

So, these books are being returned and I hope that you will replace them with the latest editions as soon as possible. However, if the latest editions of these books are not available, you will have to refund us the sum of these books.

Waiting for your response. Thanks.

Yours Truly,

[Sender Name] [Sender Address]

Claim Letter to Online Dealer

In modern times, people are getting used to online buying or purchasing. These online dealers or sellers also offer guarantees and warranties for their products just like any physical seller. But being a customer, make sure to purchase or buy products from a valid and legitimate online store or website as there is a lot more scam and fraud than physical selling and purchasing of products. If you ever face a situation to write a claim letter to an online dealer or seller, make sure to check out this given below claim letter sample.

To,

[Name of Recipient] [Designation of Recipient] [Name of Recipient’s Company]

Date:

Subject: Claim Letter to Online Dealer

Dear [name of recipient],

As on [mention date of purchase], I bought a mobile phone [or any other product you bought and mention its details like name, brand, specs, color, etc.] from your website, [mention website name]. As of that date, a discount of 25% was offered on that mobile phone and a refund was also guaranteed if there was any problem found in the mobile phone within [mention number of days].

The mobile phone arrived at my address on [mention delivery date] but when I opened its packing, it was altogether a different phone. I ordered for [mobile name or model that you ordered] but a [mention mobile name or model that you got] was delivered to me.

So, it will be kind of you if you will take this matter into consideration and take necessary actions to either replace the mobile phone or refund my money.

Waiting for your response.

Yours Truly,

[Sender Name] [Sender Address]

Claim Letter to Interior Designer

The given below claim letter to the interior designer is written in a scenario where you have hired a company or organization for interior designing of your office but the other party has either completely failed to perform its part of the obligation or has performed its part of the contract quite unsatisfactorily. So, in such a case, you have all the rights to claim the damages from the other party and you can do so by writing a formal claim letter.

To,

[Name of Recipient] [Designation of Recipient]

Date:

Subject: Claim Letter to Interior Designer

Dear [name of recipient],

It has recently come to our attention that your company, [mention company name] has failed to complete the job of interior designing for which you were hired as per our contract signed as on [mention date]. [mention how the recipient has failed to oblige their part of the contract].

I hope that you will respond as soon as possible to rectify this situation or else we will claim a refund from you, as per the terms of the agreement.

Looking forward to your positive response.

Sincerely,

[Sender Name] [Sender Designation] [Sender Company Name]

Claim Letter to Insurance Company for Car

Most of the claim letters are written to insurance companies so as to claim for different things like, for the car getting stolen, damaged car or for personal injuries, etc. In such type of letter, you have to explain the reasons for filing any such claim, in detail. This example claim letter to the insurance company for the car will clarify things for you.

To,

[Name of Recipient] [Designation of Recipient] [Name of Insurance Company]

Date:

Subject: Claim Letter to Insurance Company for Car

Dear [name of recipient],

I am writing this letter to claim the insurance of my car, the policy number of which is [mention policy number]. The details of the incident are mentioned below:

[here you must mention in detail the incident that happened if your car got lost or it is damaged as a result of an accident].

I hope that you will take immediate action so as to approve my claim as soon as possible.

Looking forward to hearing from you.

Sincerely,

[Sender Name] [Sender Designation] [Sender Company Name]

Tips for Writing a Claim Letter

Writing a claim letter is not that much easy and you must know how to write a proper professional claim letter. Though you can always download and use the claim letter examples and formats that are provided in this article. However, if you still want to know how to draft and write a claim letter, make sure to keep in mind the following important tips:

• Begin the letter by stating your purpose of writing the letter i.e., writing the letter for making a claim.
• Specify the type of claim you are making from the recipient i.e., reimbursement, compensation or replacement.
• After that mention the reasons for making the claim. Explain all the details and facts relevant to the claim.
• Clearly mention the amount of your claim or state the action or actions that you demand from the recipient.
• Attach all the relevant documents with the claim letter. Mention them specifically in the letter and state the reasons how these documents can support or justify your claim.
• Clearly state the date or timeframe within which you want recipient to take the required action.
• For all practical puproses, a claim letter is a formal letter. Though you are writing the letter to claim for damages or compensation, but still your tone should be professional and courteous throughout the letter.
• End the letter by thanking the recipient and don’t forget to provide your contact details.

Claim Letter to Courier Company

There are circumstances where you can write a claim letter to the courier company demanding the amount you paid for the courier and the product itself that you had dispatched for delivery. The given below sample claim letter to the courier company is written when the courier company has failed to deliver the product to the recipient.

To,

[Name of Recipient] [Designation of Recipient] [Name of Courier Company]

Date:

Subject: Claim Letter to Courier Company

Dear Sir/Madam,

I am writing this letter to claim my courier number [mention courier number]. On [mention the date on which you sent the parcel], I dispatched a parcel containing [name of the product or anything you sent] from your courier company, [mention courier company name]. I paid [mention amount you paid for the courier] for the courier.

My parcel has not yet reached the recipient and in accordance with your written commitment, the parcel is delivered with 48 hours of dispatch. I am very disappointed with your service and due to the inconvenience and trouble that I had to face.

So, therefore, I would like to claim the amount that I have paid for the courier and I want my parcel to be returned in the exact condition in which I had delivered it to you. I hope that you will take the necessary actions as soon as possible. I have also attached the original receipt of the courier with this letter.

Yours Truly,

[Sender Name] [Sender Address] [Sender Contact Details]

Claim Letter for Tax Refund

There are some instances where the businesses or individuals pay more tax to tax authorities and as per taxation laws of every country, they are entitled to claim a tax refund. For that purpose, they have to write a claim letter to claim a tax refund in a proper professional way. Check this given below sample claim letter that can be written for claiming a tax refund.

To,

[Name of Recipient] [Designation of Recipient] [Address]

Date:

Subject: Claim Letter for Tax Refund

Dear Sir/Madam,

As on [mention date], the business entity by the name of [name of business] has ceased to operate as a business and it has overpaid its [mention tax type i.e., provisional or income tax, etc.] tax for the year [mention year].

As such we are seeking a tax refund for the amount of [mention tax refund amount]. I hope you will take this matter into consideration and will be approving the said refund as soon as possible.

The latest accounts and tax filings are attached with this letter for your consideration.

Thanking you in anticipation.

Yours Truly,

[Sender Name] [Sender Address]

Claim Letter for Direct Claim

A direct claim letter is usually written to the insurance company for the purpose of claiming any personal injuries or in case if you have a life policy. Such a letter is written so as to demand the total amount one has already deposited to an insurance company. Check out this sample direct claim letter for more clear understanding.

To,

[Name of Recipient] [Designation of Recipient] [Name of Insurance Company]

Date:

Subject: Claim Letter for Direct Claim

Dear Sir/Madam,

I am writing this letter to notify you of all the outstanding payments that you owe me. My records show that you owe me a sum of [mention amount owed] in debt that you will have to pay me within [mention the time period within which the amount is to be paid].

Moreover, we have also agreed that you will pay the amount in monthly installments of [mention amount of installment] each month, but you have continuously failed to do so. 

So, I hope that you will respond to my letter as soon as possible and let me know about your plan to pay the amount that you owe to me. Otherwise, I will have to take some legal action.

Waiting for your response.

Yours Truly,

[Sender Name] [Sender Address]

Claim Letter for Damages Caused by Late Delivery of Goods

In some cases or contracts, it is mutually agreed by the parties that the late delivery of goods shall result in a certain amount of fine or penalty that should be imposed on the party liable to deliver the goods. In such cases, if any such delay happens due to late delivery of goods by the courier company, then the seller can claim some or all damages, from the courier company, caused to him/her by such delayed or late delivery of goods.

To,

[Name of Recipient] [Designation of Recipient] [Name of Courier Company]

Date:

Subject: Claim Letter for Damages Caused by Late Delivery of Goods

Dear Sir/Madam,

On [mention date of dispatch], I dispatched [mention quantity of goods] of [mention product name] to be shipped at [mention recipient address]. My courier number is [mention courier number]. I am writing this letter to claim for damages caused to me by late delivery of goods.

Your company’s written commitment says that any shipment is delivered within 48 hours of dispatch. As at the time of dispatching my shipment, I strictly instructed your representative that this shipment must be delivered within 48 hours of dispatch and must not be delayed, as its delay or late delivery will impose a fine on me, as per my contract with the other party.

Since this is the case and now you are aware of the whole situation, so I would like to claim for 50% of damages caused to me due to the above-mentioned late delivery of goods, from your company. I hope that you will take the necessary actions and resolve this situation as soon as possible.

Waiting for your response.

Yours Truly,

[Sender Name] [Sender Address] [Sender Contact Details]

Claim Letter for Copyright Infringement

The Copyright Act 1976 gives the right to the original creator of an intellectual product to legally protect his/her intellectual property. But still, most people use other people’s intellectual property intentionally or unintentionally, and doing so is called copyright infringement. So, whenever the original creator comes to know about a copyright infringement of his intellectual property, he must write a claim letter for any such copyright infringement. If you ever face any such situation and you need to write this type of claim letter, then this given below example claim letter can definitely be helpful to you.

To,

[Name of Recipient] [Designation of Recipient] [Name of Recipient’s Company]

Date:

Subject: Claim Letter for Copyright Infringement

Dear [name of recipient],

I am writing this letter to inform you that a short clip of the sunset shot that you used in your video uploaded at your website, [name of website] is my original property. Being the original creator, I am the copyright owner of that short clip, which I believe you are using illegally.

I am not accusing you of doing so intentionally as you could have done it without knowing the fact that I mentioned above. So, for that purpose, please make sure to either remove that video from your website containing my clip or simply edit out that clip of mine, from your video.

I hope you will understand this and will take quick actions to resolve this issue as failure to do so within a reasonable timeframe will leave me with no option but to exercise my rights in accordance with the Copyright Act 1976.

Yours Truly,

[Sender Name] [Sender Address]

Claim Letter for Breach of Contract

If at the time of agreement between the parties, it was mutually agreed that if there will be a breach of contract by any party, the aggrieved party can claim for damages caused to it by any such breach. If there occurs any such breach, the aggrieved party must write a claim letter for claiming the damages or compensation from the other party that caused the breach. Have a look at this sample claim letter given below.

To,

[Name of Recipient] [Designation of Recipient] [Name of Recipient’s Company]

Date:

Subject: Claim Letter for Breach of Contract

Dear Sir/Madam,

As per our agreement for the purchase of [mention product name] as at [mention date of delivery], it was agreed that the delivery will not be accepted after [mention the date] and it will be considered as a breach of the contract if the delivery is not made on time. I am writing this letter with regret to inform you that you have failed to deliver the product on the agreed date and hence breached the contract.

It was also mentioned in that same contract that any party breaching the contract shall be liable to pay damages to the aggrieved party. So, I hope that you will pay reasonable damages caused to us by your breaching of contract and you will take immediate actions to pay these damages within a reasonable timeframe.

I am attaching and sending the details of damages caused to us by this breach along with this letter.

Yours Truly,

[Sender Name] [Sender Designation] [Company Name] [Address]