Routine Claims and Adjustments

Claim letters request adjustments for such things as defective or damaged merchandise, inadequate or inappropriate service, or any grievance concerning goods or services. Adjustment letters are responses to those claims.

Writing Claim Letters

A Spanish translator in Indianapolis suggests that claim letters fall into two groups: routine claims and persuasive claims. Routine claims follow the direct plan since the claim is typically backed by a contract, warranty, guarantee, or the company’s reputation for fair and honest treatment of customers. Persuasive claims aren’t as clear-cut. You have to persuade the company of your claim’s merits before you request a specific action such as a refund, exchange, or credit.

When making a routine claim, many Houston translation services companies suggest that translators follow the direct plan. State your request or problem in the first sentence, then explain. Close courteously, repeating the action desired. Thanking the company in advance is presumptuous and unnecessary. If the claim is valid, a reputable firm will honor it. If you wish, once the firm has resolved the claim, you can write a thank-you note.

Keep your tone courteous and reasonable. Understandably, you might be angry or frustrated with, say, a defective product, but insulting or berating a reader is offensive. Since no one appreciates being insulted, your reader could retaliate by ignoring your claim. It’s far less important to express your dissatisfaction than to achieve results: a refund, a replacement, improved service, better business relations, or an apology. But don’t make your tone apologetic or meek either. Explain objectively, yet firmly, why you’re dissatisfied and stipulate whatever reasonable action the firm must take to satisfy you.

Lastly, when pressing a claim, some companies offering Japanese translation in Chicago have explained the problem and give enough details so the reader clearly understands the basis for your claim. For instance, it is better to say that the alarm clock you bought gains an hour a day than to say it’s defective. Identify the faulty item clearly, giving serial and model numbers. Then propose what you consider a fair adjustment, phrasing your statement so your reader will honor your claim.

In the following letter, the writer assumes that the firm will honor his claim, so he doesn’t ask whether it will. Rather, he works from his assumption and asks directly how to return his skis for repair. Note that the writer uses an attention line to direct his claim to the right department (he doesn’t know the name of the person responsible for making adjustments, and he wants to avoid an awkward salutation such as Dear Sirs, Gentlemen, or Dear Ladies and Gentlemen. The subject line and its reemphasis in the first sentence make clear the nature of the claim. Although the letter is a routine claim, the time span is worth noting; sixteen years separate the purchase from the claim, which is based on a lifetime guarantee.

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