When writing about a claim or adjustment,it is often most effective to show the reader how the company is responsible for the issue and clearly identify steps that will be taken if they don't honor the claim or adjustment.

Give your reader a good reason for granting your claim. Show how the individual or organization is responsible for the problem, and appeal to your reader's sense of fair play, goodwill, or moral responsibility. Explain how you feel about the problem, but don't get carried away and don't make threats. People generally respond most favorably to requests that are calm and reasonable.