what is an adjustment letter?
http://writing.colostate.edu/guides/documents/business_writing/business_letter/adjustment_letter/
An adjustment letter is a letter that replies to a complaint letter.
An adjustment letter is a type of business correspondence that is written in response to a customer complaint or request. It is usually sent by a company to a customer to acknowledge and address their concerns. The purpose of an adjustment letter is to offer a solution or compensation for any inconvenience or dissatisfaction experienced by the customer.
To write an effective adjustment letter, consider the following steps:
1. Understand the customer's concern: Read the complaint or request carefully to fully comprehend what the customer is unhappy about or what they are asking for.
2. Express empathy: Begin the letter by acknowledging the customer's feelings or frustrations. Show understanding and genuine concern for their experience.
3. Explain the action taken or to be taken: Clearly state what actions have been or will be taken to address the customer's concern. This might involve providing a solution, explanation, or compensation.
4. Provide a solution: Offer a solution that is appropriate for the situation. This could include a replacement product, refund, discount, or any other gesture of goodwill to rectify the issue.
5. Apologize, if necessary: If the company is at fault, apologize for the inconvenience caused to the customer. Take responsibility and assure them that necessary steps will be taken to prevent similar issues in the future.
6. Show gratitude: Acknowledge the customer's loyalty and express gratitude for bringing the issue to the company's attention. This demonstrates that their feedback is valued.
7. Use a professional tone: Keep the language professional, polite, and concise. Avoid jargon and maintain a positive tone throughout the letter.
8. Proofread and revise: Before sending the letter, proofread it for errors and ensure that the content is clear and coherent.
By following these steps and adjusting the content to fit the specific situation, one can effectively write an adjustment letter.