Wednesday, March 17, 2021

Adjustment Letters

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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 must write an adjustment letter. This adjustment letter should be delivered not longer than one working day after we receive our customer complaint letter. 

What Is An Adjustment Letter?


Adjustment Letters are usually written to respond to a customer's complaint.

What To Include In An Adjustment Letter Body

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 include 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.
  5. Statement we will avoid doing the same mistake.

How To Write An Adjustment Letter

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. After we know exactly what format we are going to use and what to write in the body of the letter, it's time for us to start an adjustment letter:
  1. Make sure the paper has the Letter Head (Company Address) 
  2. Write the date below the letter head. Make it right-aligned.
  3. Write the inside address (Our customer's name who complains)
  4. Write an attention line (optional : If you address this letter to a specific person in an organization or company.)
  5. Write a salutation ("Dear Sir/Madam")
  6. Write a subject line (The issue we are going to deal with)
  7. Write the body :
    • Introduction : acknowledgement of receipt of the complaint. Example: Example: 1) In reply to your letter dated March 16, 2021 about the defective trousers you received. 2) We have just received your March 16 letter about the defective trousers you received. 
    • Expression of our apology :"We are extremely sorry about it."
    • Explanation/admitting/own the problem. Example: We found out that the goods were damaged to an accident/incident on the delivery. However, we will always struggle to send goods in a proper way."
    • Solution: "We will deliver the replacement for the damaged goods today. We also enclosed a free $ 100 voucher that you can use anytime."
  8. Write a complimentary closing. Example: Sincerely, Sincerely yours, Yours truly, Yours respectfully
  9. Write a signature line (signature, name, position)
  10. Identification Initials (Optional)
  11. Enclosure Reference (Optional : a voucher)

Adjustment Letter Template and Sample

The followings are the template and samples you might need when you write an adjustment letter.

Template


Letter Head


Date

Name and Address


Dear Madam/Sir/ Mr. ……..:

Subject: …………………………….

We have just received your letter dated …….. about your order which ……………... We are extremely sorry that …………………………….... We really regret to inform you that ………... was caused by …………...

However, we managed to ……………………….. We have corrected the mistakes so that you will receive the good quality ……...on (date).

Once again, Please allow us to express our sincere apology for the delay/problem and the inconvenience it has caused you. It was really due to  the  fact  that  is beyond our control.

We   will  struggle  to  prevent  this  incident  from happening  again   in future and hope we can continue our business as usual. Should you need to contact us, please use this number (315) 1234567.


Sincerely,


Name

Position






Late Order Delivery

Adjustment for Late Order Delivery Letter















White Sand Furniture, Inc.
Columbus, Ohio 45453
(315) 565-6777


October 16, 2020
Mr. James Wilson
Royalty Furniture, Inc.
P.O. Box 3132
Austin, TX 78703

Dear Mr. Wilson:

Subject: October 14 letter about Late Order
We have just received your October 14 letter about your order which did not arrive on time. We are extremely sorry that we have not been able to deliver your order as scheduled. We really regret to inform you that the delay was caused by the late arrival of some of the raw materials. 
However, we managed to deliver the furniture you ordered a few days ago. We believe it will  reach you  in two days. We hope it will be ready for the season.
Once again, Please allow us to express our sincere apology for the delay and the inconvenience it has caused you. It was really due to  the  fact  that  is beyond our control.
We   will  struggle  to  prevent  this  incident  from happening  again   in future and hope we can continue our business as usual. Should you need to contact us, please use this number (315) 1234567.


Yours sincerely,



Dicky Williams
Customer Relation Manager




Damaged Goods

Damaged Goods Adjustment Letter Sample

















Caribbean Textile, Inc

5220 West 22nd Street

New York, Y 10062


September 30, 2020





American Textile Ltd

555 Main Street

Springfield, OH 45321

(513) 683-8111




Dear Sir :


Subject: Damaged Goods


In reply to your letter dated September 29, 2020 about the damaged goods you received via Fast Logistics.  We are extremely sorry that this an unexpected incident should happen. I regretfully inform you that this damage is caused by mishandling during the delivery. However, we fully take responsibility for the damage. Therefore, Our representatives have already sent the replacement, and it will reach you this afternoon. 


We   will  do the best we can   to  prevent  this  incident  from happening  again   in future and hope we can continue our business as usual. Please call us at 13243648 if you need more information.




Sincerely,




Brian June

Customer Service Manager










Salary Adjustment Letter 

Salary Adjustment Letter Sample














John Williams
Sales Department
12 South Road
Victoria, Seychelles-56789
Phone (248) 1234567

March, 2020

Brian Smith
HR Manager
Knit Master
12 Main Road
Victoria, Seychelles-56789

Dear Mr. Smith:

For the last two years, since I was assigned more responsibilities in this department I notice that our sales have been increasing quite significantly. Consequently, the load of work has stepped up a lot. Although we have more customers to serve and more challenges to deal with, I have been successful  in fulfilling their demands and expectations. As you know, I have received a lot of compliment letters from our customers due to their satisfaction with my service.

Considering all the mentioned-above conditions, I humbly request a salary adjustment for my work. I am confident that this salary adjustment can not only motivate me to work harder and smarter with better dedication to this company, but also can also motivate other personnel to work better. At the end it will increase our customers' satisfaction and our sales.

Thank you for considering my salary adjustment, I look forward to hearing from you.


Cordially



John Williams



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Other Letters























Tuesday, March 16, 2021

Order Letters


What Is An Order Letter?

An order letter is usually written when a company purchases or buys  or orders goods or services from another party. An order letter can also be written by an individual who would like to buy or purchase goods or services. It normally states the exact name of the merchandise, the price, and the amount of payment being sent, the shipment/logistics company, the delivery dates and payment methods. If you have paid the goods/services, you are obliged to enclose the receipt on the letter.


How To Write An Order Letter

Seven things to do when you write an order letter:

  1. If you write for the company you work for, the paper should have the letter head on it. Just type the date below the letter head. Make it right-aligned.

  2. Write the inside address. The company you are writing to.

  3. Write the subject. For example: Purchasing 10 sets of Computers

  4. Write salutation: Dear Seller/Dear Mr. Johnson

  5. Write the body of the letter. It has to include:

  • the opening sentence. Example: We would like to purchase the following items:

  • the name(s) of items/products with the specifications

  • the quantity

  • the price

  • the total price

  • the payment methods

  • the delivery date (deadline)

  • the delivery address

  • the person to contact and his/her phone number

  • Closing statement. Example: Thank you for your cooperation.

  1. Write the complimentary closing. Example: Sincerely, Sincerely yours, Yours truly, Yours respectfully

  2. Put your signature, name, and position


Make sure you check all the details in the body of the letter because it becomes a legally binding agreement between you and the seller.


Types of Order Letters

There are two types of order letters:
  1. personal order letter
  2. company order letter

Personal Purchase Order 


Personal Purchase Order Letter Sample




 154 Green Avenue
New York, USA
January 15, 2020

Ms. K. Hutchinson 
Beller Company, Inc. 
424 Park Avenue 
New York, New York 10021 

Dear Ms. Hutchinson : 

Thank you for sending your catalog so promptly. It arrived within a few days of my request. Please send me the following items by parcel post : 
1 copy Emmet and Mullen, 
High School Algebra @ $7.50 $ 7.50 
25 copies Pinehurst, 
Plane Geometry @ $8.75 $ 218.75 
Total $ 226.25 
I am enclosing a money order for 226.25. If there are additional charges, please let me know. 
Please mail the books to the address given above. 

Very truly yours, 


Brandon Michael

(Adapted from Let’s Write English by George E. Wishon & Julia M. Burks) 


Company Purchase Order


Company Purchase Order Letter Sample





Seven Siblings Limited
17 Sweet Road, West Bandung Tlp. 022-8765432 Post Code 41134

February 6, 2021
Purchase Order


Toko Englet
11 Main Street
San Fransisco, USA
ZIP CODE 91234

Attention : Miss Kim Jackson

Dear Miss Jackson :
Please accept this purchase order for the following items
:

 No.             Product Quantity Unit Price Total
 1 Single Brush Polisher Colombia 400 4 $ 3,000 $ 12,000
 2 Extractor SX 144 4 $ 2,000 $  8,000
 Total $ 20,000

We shall arrange the payment within 10 (ten) days to comply  with 5/10, Net 30 terms. We require shipment by March 17, 2021 to: 

PT Pama
No. 1 Jl. Cileungsi,
 Bogor, Indonesia

Post Code 40156
Please refer to this order as "purchase order # SS01234. Should you need more information, please contact me at 62-22-756756 at your earliest convenience or email me at siblings@seven.com.

Thank you for your cooperation.

Sincerely,

Dede Prana
Purchasing Manager






Purchase Order Template / Format





Purchase Order  Template

                            Company  : ................................................................
                            Address    : ................................................................
                                             ................................................................
                            Phone      :  ................................................................
                            Website   : .................................................................
                            Email       : .................................................................

PURCHASE ORDER
 Supplier        : ............................................................................
 PO Date        : ............................................................................
 Terms           : ............................................................................
 Currency       : ............................................................................
 Created by    : ............................................................................
    
 No. Description Quantity Unit PriceAmount





 Sub Total
 Discount
 Sub Total After
 VAT IN
 Total Order
            Requested By                                                                    


        ............................                                                       Authorized Signature
                                                                                            ..........................