Construction Warranty Claim Letter

Delays and disputes have always been part of the construction industry. Even the vigilantly planned projects can have the same issue. It is a need now to sort out construction claims adepts whose industry experience and services have come out as a distinct forte as a consequence of these claims.

Claim letters are usually persuasive letters that a customer sends to the agency or the company to pinpoint a problem related to defective products or services. In other words, it can also be called a complaint letter.

Claim letters are the kind of legal communication that serves as proof if a claim is taken towards the court. In most cases, an appearance in court is not necessary because the business beneficiary drafts the answer in the form of a letter that sorts out the claim. While writing your tone should be gentle and professional.

Avoid excessive exclamations, emotions, and capitalization. State your issue succinctly and calmly. Write them how you want the problem to be resolved. Write your letter expressing to the contractor that you want this issue to be dealt with within a certain period.

Affix copies of documentation, photos, or receipts with your letter but avoid sending original documents. Stating your problem via letter along with your signature will not make the contractor blame for any excuse and argumentation that he has not received your letter. The sample given can be used as a construction warranty claim letter.

Letter #1

This is with reference to the construction job conducted by your team at XYZ in accordance with our contract, dated 15th May. Unfortunately, I have observed some issues with the finishing that must be addressed promptly. I am, therefore, writing this letter as a warranty claim and expect your due attention to this matter.

Kindly contact me at your earliest to discuss further details. I would appreciate your quick response.

Letter #2

I am reaching out to address a concern regarding the construction work recently completed at my property under contract number [X]. There are issues related to the workmanship that should be covered under our warranty agreement signed on (date).

The specific problem is with the woodwork in the kitchen cabinets. Despite your company’s assurance of high-quality work, the result failed to meet the expected standard. As per the warranty conditions, the issues should be fixed as soon as possible since your company promises complete customer satisfaction.  

I kindly request a prompt inspection to assess the workmanship and discuss potential solutions. Your attention to this matter is crucial in maintaining the positive relationship we have established throughout this project.

I would appreciate your prompt action. Kindly contact me regarding the matter at your earliest.

Thank you for your understanding and cooperation.

Sample #3

13th August 20XX

Noah Elijah
XYZ Organization
Michigan, ABC Branch

Subject: Construction Warranty Claim Letter

I am writing this letter regarding our discussion on 12-07-20XX in Manchester Main Street # 789, concerning the faults in the building that was constructed by your party one month ago. 

We have been facing numerous problems since the day we moved here. First of all, the drainage system is poor. The toilet’s pipes do not work, water leakage makes the floor wet all the time and its usage for all of us is impossible. The flush of the toilets remains littered all the time and doesn’t work. All this has created immense trouble for all of us to work. Moreover, water from there is forging things smelly and dirty.

In our accepted contract conditions, it was mentioned clearly that any defect would be repaired immediately if within six months. It seems that you have employed weak materials for building construction. Otherwise, it could not have defected at this early. We are having a seminar in the next fifteen days and it is impossible to make all the arrangements with this deteriorated condition, so I want you to repair it as soon as possible.

You have been considered the best builder and architect in the town and all these defects are enough to spoil your reputation. The seminar that is going to occur in the coming days is of huge importance for all of us as its honorable guests are going to provide information related to the company’s future. I do not want this defect to be the reason for the seminar to not occur.

This is my humble request to you to deal with this matter immediately. Affixed with the letter are warranty clauses and a copy of the general conditions of the contract that were fixed between us. 


Justin Heaney

Construction Warranty Claim Letter

File: Word (.docx) 2007+ and iPad
Size 23 Kb