Adjustment Letter Format and Samples

An adjustment letter is a formal correspondence from a company to a customer notifying him that his complaint has been received and the necessary course of action being taken or is due to be taken. This letter is, for a large part, employed when addressing the concerns of clients. In the course of transacting business with clients, disputes are naturally bound to arise. These could be wrong deliveries, defects in the products that are delivered to the clients, faulty equipment, or even an insufficient number of the items asked for. Clients, no doubt, have a right to voice their objections.

They do this primarily by drafting letters that contain the formal complaints and sending the same out to the company for redress. Upon receipt of the complaint, the company drafts yet another letter and sends it back to the client. It is this letter that is called the adjustment letter.

A typical letter of this kind comprises or aims to showcase the following details:

  • Acknowledgment of the Client’s Claims. It starts by acknowledging the claims or complaints of the customer. The letter goes ahead to appreciate the client for taking the bold step to complain. Further to these two, it promises the client that his complaints shall be dealt with appropriately.
  • The regret of any Mistakes. Next, it regrets the emergence of that mistake. To do this, the letter apologizes for the mistake on behalf of the company. The best way to apologize is to admit error on the part of the company and promise never to allow that mistake to arise afresh.
  • The Intended Solutions. What exactly does the company intend to do to remedy the error? The letter should go ahead and outline the steps the management of the company plans to put in place to be able to reverse the issue and solve it whole-heartedly. It should also spell out the timeline within which the solution is to be delivered.
  • Promise for Further Co-operation. As a sign of good gesture, the letter should also make provisions for further co-operation with the client. In this regard, the management of the company promises to make every effort to see to it that the concerns of the client are dealt with expeditiously.
  • Friendly and Courteous Language. In its entirety, the letter contains friendly and courteous language even when the issue raised has no real merit. Remember, an angry response will usually lead to the loss of a client which in turn may trigger an overall loss of confidence on the entire clientele.

Adjustment Letter Format

Let us give you a format to follow to draft this letter:

Date

Name

Title

Organization

Address

City, State Zip Code

Respected Mr. /Ms. Last Name,

RE: Adjustment Letter (Cornerstone)

This is to let you know that we have formally received your complaint to the effect that the ______________ (state the nature of the problem). Many thanks for the courage to lodge the complaint in the first place.

We shall ___________________________ (explain your planned course of action and the timelines within which you intend to do so). In the meantime, kindly __________________ (state what exactly you want the client to do in the meantime).

Sorry for this inconvenience. We promise to be of help to you in the future.

Faithfully,

Your Name

(Designation)

Sample Adjustment Letter

Thursday, July 9th, 2040,

Hannity Fair,

Head of Customer Relations – Hannaford Supermarket,

295 Newport Rd, New London,

NH 03257, United States

Respected Ms. Ross Verhaegen,

RE: Adjustment Letter (Cornerstone)

This is to let you know that we have formally received your complaint to the effect that the deliveries we made to you were faulty. Many thanks for the courage to lodge the complaint in the first place.

We shall replace the merchandise within 3 business days. In the meantime, kindly retain the ones you already have until such a time that we shall get to you.

Sorry for this inconvenience. We promise to be of help to you in the future.

Regards,

Hannity Fair,

Head of Customer Relations – Hannaford Supermarket

Adjustment Letter Samples and Templates

To help you in drafting a letter of this kind for yourself, you need inspiration by accessing samples and templates. We have numerous samples and templates in our possession, which you may look up to. Why not attempt to download one for yourself and make do with consequently?

Complaint and Adjustment Letter

Details
File Format
  • MS Word

Adjustment Letter for Wrong Delivery

Details
File Format
  • MS Word

Adjustment Refusal Letter

Details
File Format
  • MS Word

Adjustment Letter in Reply to a Customer Complaint

Details
File Format
  • MS Word

Conclusion

Given that the client is a critical component of any merchandise or dealings, it is important that his needs be taken good care of. Drafting this letter and sending it out in a timely manner is one sure way of achieving this end. Why not take your time to learn more about it yet again?