Give the reasons why the claim was denied or rejected.Include the policy number, if applicable.Open by stating your regret that the claim must be denied.Clearly state what it is that you hope to accomplish in sending your claim letter.If there are any necessary forms, etc., that you need to fill out or send, include them with your letter for faster approval.Send your claim letter within the prescribed time period so that the claim will be valid.Even if you feel you have been wronged, maintain a professional, though assertive, tone at all times.
You may want to thank the reader for his/her (anticipated) help before ending your letter.Indicate by when you would like to receive a reply to your letter and include contact information that will allow the person to easily reach you.If you are using some of the enclosed documents as evidence to substantiate your claim, specifically mention the content of the documents and illustrate how they support your claim.Ask if there is any other information or documents or forms you need to send. Refer to any documents you are including with your letter, including claim forms, repair estimates, warranty, or records or receipts.Indicate the dollar amount you are claiming or what action you would like the reader to take and the date by which you expect the action to be taken.Give all relevant facts concerning the claim.