Adjustment Letter Samples

Adjustment Letters

Adjustment Letters. Adjustment Letters are usually written to respond to a customer's complaint.
Adjustment Letter for Late Order Delivery                                    Salary Adjustment Letter

How To Write Adjustment Letters

Doing business is not always easy. Sometimes, there are some circumstances that are out of our hands. Although we tried so hard to avoid our customer's disappointment, it does not happen. Therefore, at times some of our customers send us complaint letters.  Nevertheless, It is our role to remain calm and to use this complaint as opportunity to deliver the services they expect, even to exceed their expectation. 

To resolve our customer's complaint, we can write an adjustment letter. This adjustment letter should be delivered not longer than one working day after we receive our customer complaint letter. Make sure we put the date on it. A good adjustment letter cannot only  prevent our customers from leaving us but also strengthen their loyalty to us.  A good and  effective adjustment letter should consist of the following items :

  1. Acknowledgment of receipt of our complaining customer.
  2. Expression of our apology
  3. Explanation of the problem
  4. Solution of the problem : It can be an action or reimbursement.

Adjustment Letter Format

An adjustment letter can be written in different styles or format. See different adjustment letter format here! You can choose full block format, semi block style etc. The most important thing we need to pay attention is the body of the letter. Let's see the arrangement of the adjustment letter below:
  1. Letter Head ( Company Address )
  2. Date
  3. Inside Address ( Our customer's name who complains )
  4. Attention Line ( optional : If you address this letter to a specific person in an organization or company.)
  5. Salutation ("Dear Sir/Madam")
  6. Reference / Subject Line ( The issue we are going to deal with )
  7. Body :
    • Introduction : acknowledgement of receipt of the complaint."We have received your letter about the damaged goods you received."
    • Expression of our apology :"We are extremely sorry about it."
    • Explanation / admitting / own the problem:"We will struggle to send goods in a proper way."
    • Solution :"We will deliver the replacement for the damaged goods today. We also enclosed a free $ 25 voucher that you can use anytime."
  8. Complimentary Closing (Cordially : )
  9. Signature Line ( Signature )
  10. Identification Initials ( Optional )
  11. Enclosure Reference ( Optional : a voucher)

Adjustment Letter Examples

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Aji Sutarmaji,
Apr 10, 2014, 1:09 AM
Aji Sutarmaji,
Apr 14, 2014, 6:13 AM