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What Is An Adjustment Letter?
What To Include In An Adjustment Letter Body
- Acknowledgment of receipt of our complaining customer.
- Expression of our apology
- Explanation of the problem
- Solution of the problem : It can be an action or reimbursement.
- Statement we will avoid doing the same mistake.
How To Write An Adjustment Letter
- Make sure the paper has the Letter Head (Company Address)
- Write the date below the letter head. Make it right-aligned.
- Write the inside address (Our customer's name who complains)
- Write an attention line (optional : If you address this letter to a specific person in an organization or company.)
- Write a salutation ("Dear Sir/Madam")
- Write a subject line (The issue we are going to deal with)
- 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."
- Write a complimentary closing. Example: Sincerely, Sincerely yours, Yours truly, Yours respectfully
- Write a signature line (signature, name, position)
- Identification Initials (Optional)
- Enclosure Reference (Optional : a voucher)
Adjustment Letter Template and Sample
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
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
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
| 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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