How to properly respond to a claim letter
Posted: Thu Jan 23, 2025 8:02 am
It is important to remember that it is not always necessary to respond to complaints. You can choose other options - not to respond to them or to offer alternative ways to resolve the problems that have arisen in fulfilling obligations or eliminating violations.
However, ignoring received complaints is not recommended. This can damage your business reputation, and in some cases, the recipient may file a lawsuit. Also, do not forget about the deadlines for responding to letters.
In certain situations, the law requires a response to a complaint, for example, in insurance relations under compulsory motor third party liability insurance (according to Article 12 of the ecuador mobile phone numbers database Federal Law on Compulsory Motor Third Party Liability Insurance).
The response must be given in writing and signed by an authorized person.
The counterparty provides:
reconciliation statement;
a letter requesting a deferment or payment plan;
payment documents;
statement of offset and other documents.
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"KPI for the Sales Department: Calculation Methods and Adaptation"
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When drafting a response to a claim, it is important:
notify the addressee of the receipt and consideration of the letter;
If the recipient agrees with the counterparty’s requirements, it is necessary to specify the exact timeframes and information on how to correct the deficiencies;
in case of disagreement, politely and delicately explain the reason for the refusal;
sign the response to the complaint, indicate the date and put the company seal;
avoid ambiguous wording, the answer should be clear and precise;
in response to the letter of claim, provide full and clear explanations;
indicate in your response the contact information and details of both parties;
Attach copies of documents and extracts from laws if necessary.
How to respond to a claim letter
Source: shutterstock.com
When responding to a claim, it is important to consider several aspects. For example, if it is related to non-fulfillment of the terms of the contract, such as non-payment of debt, the following points should be taken into account:
reasons for the occurrence of debt;
the need to indicate the sections and information on the basis of which the amount of debt is calculated;
the amount of debt, including all its components (penalties, fines, etc.).
It is also important to provide a full calculation of the debt and, if applicable, compensation information. It is necessary to take into account the deadlines for fulfilling obligations and the time allotted for formal refusal to repay the debt. The response to the claim must be accurate and tactful in order to preserve the business relationship.
It should be remembered! The absence of an acknowledgement of debt in the response does not mean agreement with the claim.
It is important to understand what an admission of a claim is. It can manifest itself in different ways:
performance by the debtor of direct actions specified in the claim (for example, the return of money by the seller);
provision by the debtor to the creditor of a document confirming recognition of his claims;
drafting documents to resolve disagreements (for example, a reconciliation report).
Satisfaction of the applicant's demands may result in termination of the obligation upon execution of all clauses of the contract. It is possible to reach new agreements, which will result in a change in its terms and other obligations.
Sending a letter acknowledging the claim in the form of a reconciliation statement interrupts the limitation period, which is confirmed by judicial practice.
However, ignoring received complaints is not recommended. This can damage your business reputation, and in some cases, the recipient may file a lawsuit. Also, do not forget about the deadlines for responding to letters.
In certain situations, the law requires a response to a complaint, for example, in insurance relations under compulsory motor third party liability insurance (according to Article 12 of the ecuador mobile phone numbers database Federal Law on Compulsory Motor Third Party Liability Insurance).
The response must be given in writing and signed by an authorized person.
The counterparty provides:
reconciliation statement;
a letter requesting a deferment or payment plan;
payment documents;
statement of offset and other documents.
Read also!
"KPI for the Sales Department: Calculation Methods and Adaptation"
Read more
When drafting a response to a claim, it is important:
notify the addressee of the receipt and consideration of the letter;
If the recipient agrees with the counterparty’s requirements, it is necessary to specify the exact timeframes and information on how to correct the deficiencies;
in case of disagreement, politely and delicately explain the reason for the refusal;
sign the response to the complaint, indicate the date and put the company seal;
avoid ambiguous wording, the answer should be clear and precise;
in response to the letter of claim, provide full and clear explanations;
indicate in your response the contact information and details of both parties;
Attach copies of documents and extracts from laws if necessary.
How to respond to a claim letter
Source: shutterstock.com
When responding to a claim, it is important to consider several aspects. For example, if it is related to non-fulfillment of the terms of the contract, such as non-payment of debt, the following points should be taken into account:
reasons for the occurrence of debt;
the need to indicate the sections and information on the basis of which the amount of debt is calculated;
the amount of debt, including all its components (penalties, fines, etc.).
It is also important to provide a full calculation of the debt and, if applicable, compensation information. It is necessary to take into account the deadlines for fulfilling obligations and the time allotted for formal refusal to repay the debt. The response to the claim must be accurate and tactful in order to preserve the business relationship.
It should be remembered! The absence of an acknowledgement of debt in the response does not mean agreement with the claim.
It is important to understand what an admission of a claim is. It can manifest itself in different ways:
performance by the debtor of direct actions specified in the claim (for example, the return of money by the seller);
provision by the debtor to the creditor of a document confirming recognition of his claims;
drafting documents to resolve disagreements (for example, a reconciliation report).
Satisfaction of the applicant's demands may result in termination of the obligation upon execution of all clauses of the contract. It is possible to reach new agreements, which will result in a change in its terms and other obligations.
Sending a letter acknowledging the claim in the form of a reconciliation statement interrupts the limitation period, which is confirmed by judicial practice.