If you want to go through the arbitration process, you will need to file an arbitration demand letter. Depending on the institution with which you are filing the arbitration, this may be known as a request for arbitration or notice of arbitration. While the letter may go by different names depending on the institution with which you file, the content of the notice itself will pretty much be the same either way.
Sample Letter Requesting Arbitration
Before you start writing an arbitration letter before taking action, it is a good idea to search the website of the institution with which you plan to file your claim. That's because each of them requires slightly different wording or details to be included in the arbitration letter.
By searching their site, you may also be able to find an arbitration letter template or a sample letter for requesting arbitration, which will make it easier for you to complete the letter. In some cases, you may be best off hiring a lawyer to properly complete the letter in a way that meets the service's requirements.
Beginning an Arbitration Letter
Start off your letter the same way you would any business letter: with the date, your name and address, the respondent company's name and address and, if applicable, the name and address of both your legal representative and the respondent's legal representative.
If your dispute is in regard to an insurance claim, credit card dispute or other situation where you have a specific claim number, be sure to include this information up top. Then, write "ATTN:" and the name of the person to whom you are addressing the letter followed by "RE: Notice of Arbitration" or "RE: Request for Arbitration" depending on which arbitration service you plan to use.
Formally Request Arbitration
Don't make your reader scan the letter to find out the purpose. Start off by immediately stating that you would like to request arbitration, such as: "While I have repeatedly attempted to reach a settlement with you regarding my insurance claim, so far these attempts have been fruitless. As such, I propose we settle the matter through arbitration in order to reach a fair and final compromise."
If you have a contract with the respondent, you may want to include information stating your rights under the contract as well, for example: "According to clause 4, subsection 3, I am hereby invoking my right to binding arbitration."
Write About the Issue
Now that your reader knows you are requesting arbitration, specify the exact details of your claim, such as: "On December 14, 2018, a burglar broke into my house and vandalized much of my personal property. While your company, Generic Insurance, Inc., covered much of the damage, my agent has refused to cover the cost of replacing my carpet where the trespasser spit out his chewing tobacco on the grounds that it can be cleaned and does not need to be replaced. After talking to a professional carpet cleaner, though, I have been assured that this stain will not come out, and I will need to replace the entire carpet in that room."
Be sure to include what remedy you are seeking before finishing the letter. You might say, for example, "I believe I am entitled to the full cost of replacing my carpet as well as the costs related to the carpet cleaning service I was told to use by my agent. To settle this agreeably in order to avoid litigation, please contact me at your earliest possible convenience to discuss this matter further."
Finally, finish the letter by signing your name. You may wish to include your contact information here as well if the letter was more than one page long.