Legally sound claims that really work

Have you received a defective product, had a service performed improperly, or faced a counterparty who is not fulfilling their contractual obligations? A claim letter is the first and very important step in protecting your rights. We will help you prepare a proper, legally sound and persuasive claim so that you can obtain compensation, correction of the breach or a response from your counterparty faster.

Why a well‑drafted claim matters

• It is the official way to notify of a breach and demand restoration of your rights.
• In many cases a claim resolves the dispute without going to court — faster and at a lower cost.
• A properly prepared claim increases the chances that your demands will be satisfied and later serves as evidence if the case goes to court.

When to file a claim

• The goods or services do not comply with the contract terms.
• Payment has not been received or has been calculated incorrectly.
• The counterparty has breached delivery deadlines or performance terms.
• You need to demand elimination of defects, a refund or a price reduction.

What to collect before drafting

• The contract and any amendments.
• Acceptance certificates and certificates of completed works.
• Invoices, payment documents, delivery notes, warranty cards.
• Evidence (photos, videos) of defects or non‑conformities.
• Correspondence with the counterparty (email, messengers) where the issue was discussed.

Structure of an effective claim

• Heading: details of the sender (name, company name, tax ID, contacts) and of the recipient.
• Title: “Claim” with an indication of the grounds (for example, “regarding non‑conformity of goods with the contract terms”).
• Brief description of the situation: what happened, dates, references to the contract and certificates.
• Demands: clear and specific — refund, free rectification of defects, replacement of goods, discount, etc.
• Deadline for compliance: set a reasonable period (for example, 10 business days).
• Warning about further steps: indication that you will apply to court or regulatory authorities if the claim is ignored or rejected.
• List of attachments: copies of documents, photos, certificates.
• Signature, date and company seal (if used).

Practical drafting tips

• Formulate your demands clearly and unambiguously. Do not “ask” — “demand”.
• Refer to facts and evidence; a position without proof is often left unanswered.
• Keep the tone polite but firm — this supports a constructive result.
• Set a realistic yet tight response deadline.
• Send the claim by registered mail with an inventory of enclosures or by email with delivery confirmation, and keep proof of sending.

Common mistakes

• Vague or overly general demands.
• Lack of evidence and attachments.
• No deadline set for fulfilling the demands.
• Excessively aggressive tone that complicates negotiations.
• Incorrect details or missing signature.

How we help

• Analyse your case and collect the necessary documents.
• Draft a claim that is formally correct and persuasive.
• Define clear demands and strategic timeframes.
• Prepare a package of evidence and step‑by‑step sending instructions.
• If needed, support you in negotiations or prepare the next legal steps (complaints, lawsuits).

Timeframes and fees (approximate)

• Fast claim: 24–48 hours — a short but effective version.
• Standard: 2–4 business days — a detailed claim with attachments.
• Additionally: support during negotiations, preparation of a statement of claim and participation in dispute resolution.

Short pre‑sending checklist

• All evidence is attached and numbered.
• Demands and deadlines are clearly formulated.
• Contact information is correct.
• There is proof of sending or receipt.

Would you like a claim template tailored to your situation?
Send us a brief description of the problem and your documents — we will prepare a ready‑to‑use template adjusted to your case or refine the text you already have.
Author – Svitlana Krutorohova, attorney at “WINNER” Law Firm.