Adjustment Letters

What Is An Adjustment Letter?

Adjustment letter is essentially written to deal with problems when we run our business which is not always easy. Sometimes, there are some circumstances that are out of our hands. Although we tried so hard to avoid our customers’ disappointment, they are still not happy. 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. 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. Type the date below the letter head. Make it right-aligned.
  3. Write the inside address (Our customer’s name who complains)
  4. Put in an attention line (optional : If you address this letter to a specific person in an organization or company.)
  5. Insert a salutation (“Dear Sir/Madam”)
  6. State a subject line (The issue we are going to deal with)
  7. Create 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. Do not forget to put in a complimentary closing. Example: Sincerely, Sincerely yours, Yours truly, Yours respectfully
  9. Close it with 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

Download the letter here.

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

Download the letter here.

Salary Adjustment Letter

Salary Adjustment Letter Sample

 

 

 

 

 

 

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

March 3, 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

Download the letter here.

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