Microsoft Word allows you to comment on another person’s document. I find it helpful to point out mistakes or comment on the structure and phraseology of some of the claims letters I am shown during a webinar or seminar.
The following letter is real, but names have been changed. While reviewing this letter, I found problems with capitalization, typos, spacing, use of abbreviations, punctuation, inappropriate tone, cliches and the salutation. There may be other problems with this letter as well.
The letter is typical in its quality; many letters are far worse in the severity and quantity of the issues and many letters display fewer and less serious issues. I hope you’ll comment on this letter and tell me what you are noticing.
SAMPLE LIABILITY LETTER
January 11, 2018[GB1]
SHAW LAW FIRM
ROBERT J. SHAW, ESQ.
600 DAVID AVENUE STE [GB2] 202
GRAND FORKS, ND 58444
CLAIM NUMBER: 631111
INSURED: BEST CONSTRUCTION, INC.
DATE OF LOSS: 04-19-15[GB4]
POLICY NO: CAP 3-615-768
CLAIMANT: ALFRED JONES
Dear Mr. Shaw:
We have previously acknowledged your Letter of Representation for Alfred Jones that was sent to our insured, dated November 14, 2017. Please be advised that [GB5] we have concluded our investigation of this matter and we have determined that our insured was not [GB6] responsible for the injuries to your insured nor was he legally responsible for any of the damages that occurred. We have attached a copy of the Motor Vehicle Crash Report from the North Dakota Department of Transportation. The report notes that “the significant injuries to the passengers in Unit 002 were sustained from the previous crash” and not from our driver.
You should also be aware that[GB7] we determined (1) no parties were in your client’s vehicle at the time our insured clipped that vehicle (2) your client’s vehicle had rear-ended a tractor/trailer prior to our insured’s involvement, and (3) your client’s vehicle may have violated ND Code 39-10-47. We have also determined that since the state of North Dakota has a 50% bar for comparative fault, the responsibility of other parties involved in this multi-party collision significantly exceeded that 50% threshold. As a result, the insured did not breach any duty of care in the operation of his vehicle and was not negligent in the accident that occurred on April 19, 2015.
This letter is our formal denial of any liability for your allegations of negligence against our insured, BEST Construction, Inc. and/ore[GB8] the driver of the BEST vehicle, Alfred J. Caro. Since we have denied any liability for our insured, we will now prepare to close our file within the next 30 days.
If you have any questions, please feel free to [GB9] contact me.
Very truly yours[GB10] ,
ABC INSURANCE COMPANIES
[GB1]Eliminate too much space between date and inside address.
[GB2]Missing punctuation (comma).
[GB3]Why use all CAPS?
[GB4]Write out dates. For example, April 19, 2015.
[GB5]Eliminate “Please be advised that”.
[GB6]Use “neither” with “nor”.
[GB7]Add “also” to the beginning of the sentence.
[GB8]No “e” in the word “or”.
[GB9]Eliminate “feel free to”.
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