How do I write a response to a claim?

In the modern world, we constantly have to interact with other people. This happens when buying a product, ordering any services, fulfilling one's own obligations. Communication is not only between physical, but also legal entities. Unfortunately, not everything goes smoothly, so the dissatisfied party, in order to defend their rights, has the right to write a claim. If such a sign of discontent is received from the client or business partner, the enterprise must write a response.

Usually the answer to a claim is made in writing, in free form, and its style should be similar to the complaint itself. It should be addressed directly to the applicant. When specifying the postal address in the claim, the response is sent precisely on it. The document is signed by the recipient. The content of the text should clearly indicate the position of the guilty party and indicate from the very first lines whether it agrees with the complaints presented or not.

If the answer to the claim contains agreement with the applicant's requirements, then the recipient must satisfy the claim. The response should indicate whether the requirements will be fully met or partially satisfied. Also, information on the timing and order of their satisfaction should be provided. The applicant can be asked and deferred, if all the instructions at the moment are not possible.

Also, let's assume that the recipient does not agree with the applicant's requirements. Then the answer to the claim must reflect his legal position. You can provide certain documents as evidence, for example, statements from the bank on the payment of arrears. In some cases, you can not even answer. Such silence will be regarded as an objection and a refusal to fulfill certain obligations. But if the contract stipulates that the absence of the counterparty's response is considered consent, then the silence will mean that the recipient agrees with the actions described in the claim.

The shops are the hardest. After all, they more often than anyone else, have to write a response to the buyer's claim. The latter may express his displeasure in the "Complaint Book", send a letter by e-mail to the company, write a claim on a special website. Whatever it was, but you need to respond to the buyer's response in any case. The deadline for responding to a claim is usually not more than 10 days from the time it was received.

The response letter should be thought out very well, so that it calms and satisfies the disgruntled client, and does not anger him even more. One should never justify, let alone point out, that the buyer, in his inattention or sluggishness, is to blame for what happened. It must be remembered that this is a person who pays the company his money, which means that he is right in everything. Even one negative feedback, left by an angry client, can alert not one dozen potential buyers.

The answer to the claim must be drafted in a polite and correct form. If the complaint is fair, then immediately you need to apologize to the applicant, thank him for the information provided, try to resolve his demands. Also it is worth to inform the buyer about the measures taken, which will allow to avoid further unpleasant moments.