How to write a claim correctly?

Surely sometime in your life you have considered filing a claim. However, it is possible that if you have never done it at the time of writing you have a lot of doubts about what the format should be, what should be indicated and the clearest way to write it. Although we can call in advance and express our discomfort or even do it in person, what is more effective if we really want that claim to go ahead is submit it in writing.

The claim can be drawn up through the sheets provided by the trade itself, or in the case of a problem with a company, for example telecommunications, we can write it independently. However, this option is always valid, because in the end it is about the consumer office to which we are going to have all the relevant information to be able to process the complaint correctly.

The data

The first thing that should appear in the writing is our data. That is, we have to indicate our full name and surname, the DNI, postal address where we reside, and other forms of contact, which can be a landline and a mobile phone, or the one that we consider that we usually attend more frequently, and if we have, it is also convenient to provide an email address electronic. Indicating this information is vital because through it the public body will contact us to indicate the status of the procedures.

Next you need qualify all the relative data of the company about which we are going to complain. Thus, your business name must appear, your postal address if we refer to a local business, and otherwise, we will have to find the address of the company’s headquarters in the place where we live. We also have to indicate your CIF (This information can, for example, be obtained from an invoice that we have or else we can always surf the internet and try to locate it). It is necessary to include the company name and contact telephone number. Both things can also appear on the invoice, and if we do not have access to one, we can either search the network or we can simply call the company and request this information explaining the reason for our request.

telephone claim


Then the text has to be written. This has to be as clear and concise as possible, with differentiated paragraphs that allow the reader an easy reading, and that does not lead to misunderstandings. One of the first things we should mention is the object that is the subject of the claim. Thus, if we refer to a series of invoices, we will have to specify what they are, with their corresponding number and date, regardless of the fact that later in the documentation that we attach we include a copy of each of them. If it is in reference to a contract and its conditions, it should also be referred to by putting its number, in addition to adding a photocopy.

In the case of addressing a specific person, if it is possible to obtain the name and surname and on what date and time of day the event occurred, the better. Namely, the more data can be provided, In addition to the additional documentation that we add, we will be helping to streamline the process.

What happened has to be expressed as clearly and as quickly as possible recounting in order how the events that led us to make this decision have developed. It is important do not jump in time, so it is vital to put the dates on which the events occurred. We must indicate what in our opinion has been a violation of our rights while we are providing all the argumentation.

That is why we must also explain what we are asking for. If we believe that we have been billed improperly, it may be the refund of the amounts and the restoration of the service in which case they had denied us. That is, we must always put in writing what we want as opposed to the damage that has been caused to us.


Last details

Once this part is finished, it is advisable to add a list of additional documentation that we will attach with the claim. In this way, we in turn make sure that we include all the texts and tests that we consider necessary to clarify what has happened.

An allusion can be made to the time in which a response is expected, but this is relatively effective, since public bodies operate with pre-established times, so sooner or later a response will be received. If we have provided all the data, we will always receive a notification which is usually by post. If any additional document is needed, they will also let us know through one of the contact channels provided. In the case of not being satisfied with the resolution taken, then we will have to undertake another series of actions.