Respond to Property Damage Claims

Copy[Your Company Letterhead] [Date] VIA CERTIFIED MAIL [Claimant/Attorney Name] [Address] Re: Property Damage Claim - [Property Address] Your Letter Dated: [Date] Dear [Name]: We are in receipt of your demand letter dated [date] alleging that [Company Name] caused property damage at [address]. We have thoroughly investigated this claim and provide the following response. This matter has been referred to our liability insurance carrier, [Insurance Company], Claim Number: [number]. Please direct all further correspondence to: [Adjuster Name] [Insurance Company] [Contact Information] PRELIMINARY RESPONSE [Choose applicable responses:] [If denying causation:] We dispute that our work caused the damage you describe. Based on our investigation: - [The damage was pre-existing. Our photographs taken on [date] before beginning work show [description of pre-existing condition].] - [The damage was caused by [other factor - weather event, other contractor, property owner action, etc.].] - [Our work was completed on [date], and the damage you describe was not present at that time as evidenced by [final inspection / walk-through / photos].] [If denying negligence:] Even if our work were related to the claimed damage, we exercised reasonable care consistent with industry standards. Our work was performed by licensed professionals, was inspected and approved by [building inspector / relevant authority], and followed all applicable codes and manufacturer specifications. [If disputing damages:] The damages claimed are excessive and unsupported. Specifically: - Your estimate of $[amount] for [item] is unreasonable. We have obtained a competing estimate of $[amount] for the same repair. - Your claim includes [items] that are not related to any work we performed. - Your claim seeks replacement/betterment for items that should be repaired or depreciated. [If raising contractual defenses:] We note that our contract dated [date] contains [limitation of liability clause / exclusion of consequential damages / indemnification provision] that limits our liability in this matter. REQUEST FOR DOCUMENTATION To evaluate this claim further, please provide: 1. Three (3) written repair estimates from licensed contractors 2. Photographs documenting the alleged damage 3. Any expert reports regarding causation 4. Proof that no other contractors performed work in the affected area RIGHT TO INSPECT We request access to inspect the property before any repairs are made. Please contact [name] at [phone] to schedule an inspection within the next 14 days. CONCLUSION Based on the information currently available, we deny liability for the claimed damages. We reserve all defenses available under California law. However, we remain willing to discuss this matter in good faith. If you have additional information that bears on causation or damages, please provide it for our review. This letter is for settlement purposes only under Evidence Code 1152 and does not constitute an admission of liability. Sincerely, [Name] [Title] [Company Name] cc: [Insurance Adjuster]