Claims and responses

Claims and responses have relevance when dealing with

Suppliers Clients Shops and companies Insurance industry Banking(credit rating/cards etc)

Claims and responses

When a claim is made , means something has gone wrong

When responding, there are three goals 1)rectify wrong, if one exists 2)regain confidence of customer 3)promote future business and goodwill

Making a claim

Uncommon for companies to make refunds

Claim for refund need some persuasion Follow the inductive approach. Begin by

making out a case for refund Express expectations only after making

out a case

Making a claim

CLEAR

PRECISE

COURTEOUS

PERSUASIVE Inductive Deductive

DO NOT BE SARCASTIC ACCUSE THREATEN

Responding to claims

PROMPTNESS PERSONALISE EMPATHISE THANK THE CUSTOMER FOR BRINGING TO

YOUR NOTICE IF CLAIM IS REASONABLE, OFFER

ADJUSTMENT GRACIOUSLY INDICATE PREVENTIVE MEASURES IF CLAIM IS UNREASONABLE, GIVE REASONS

WHY YOU ARE REFUSING / PARTIALLY ACCEPTING

Granting a claim

Good news, so direct strategy Subject line: identify the previous

correspondence Opening: grant the request /announce the

adjustment immediately Body: provide details about compliance, follow

with supporting details, explain circumstances, try to regain customer’s confidence

Closing: end positively with forward looking thought, express confidence in future relations, avoid referring to unpleasantness

What’s wrong with this document?SirIn response to your recent complaint about a missing

shipment, it’s very difficult to deliver merchandise when we have been given the wrong address.

Our investigators looked into your problem shipment and determined that it was sent immediately after we received the order. According to the shipper’s records, it was delivered to the warehouse address given on your stationery,37 Mayfair avenue, 2nd cross, Jayavihar. Unfortunately, no one at that address would accept delivery, so the shipment was returned to us. I see from your current stationery that your company has a new address. With the proper address, we probably could have delivered this shipment.

Although we feel that it is entirely appropriate to charge you shipping and restocking fees, as is our standard practice on returned goods, in this instance we will waive those fees .We hope this final shipment finally catches up with you.

How is this version better?Dear Mr.Khanna:Subject: your June 20 letter about your purchase orderYou should receive by July 28 a second shipment of the

speakers, VCRs, headphones and other electronic equipment that you ordered on June 20.

The first shipment of this order was delivered on June 28 to 17, Mayfair lane, Bandra, Mumbai. When no one at that address would accept the shipment, it was returned to us. Now that I have your letter, I see that the order should have been sent to 163, Coral Reefs, Colaba. When an order is undeliverable, we usually try to verify the shipping address by telephoning the customer. Somehow the return of this shipment was not caught by our normally painstaking shipping clerks. You can be sure that I will investigate shipping and return procedures with our clerks immediately to see if can improve existing methods.

How is this version better?

As you know, Mr.Khanna, our volume of business allows us to sell wholesale electronics equipment at the lowest possible prices. However, we do not want to be so large so that we loses touch with valued customers like you. Over the years our customers’ respect has made us successful, and we hope that the prompt delivery of this shipment will earn yours.

Sincerely,

Claims and responses

If complying with claim do not begin with negative statement

Begin with good newsYou may take your Snow Flake mixer grinder to

Home Appliances at 123, Saki Naka, where it will be repaired at no cost to you.

Thanks for your letter about your new Maxwell tires. You are certainly justified in expecting them to last more than 12,000 km.

We agree with you that the warranty on your turbo programmable calculator model AI 302 should be extended for six months.

Claims and responses

Be enthusiastic, not grudging, when granting a claim

Negative words suggest blame and fault, avoid them to build customer goodwill

Though Snow Flake mixer grinder works well when it is used properly we have decided to allow you to take yours to Home Appliances at 123, Saki Naka, where it will be repaired at no cost to you.

Refusing a claim

Bad news is conveyed with inductive approach

Begin with short empathic introduction, lead up to bad news

Explain reasons for refusal without too much emphasis

Avoid negative words, close on a positive note