Adjustment Letter Sample. An adjustment letter is a letter that conveys the response of an official representative of a business or company to a particular buyer’s claim or complaint. In the field of business, it is an essential type of letter as it serves the purpose of gaining the trust back of a customer who has found your provided goods and services to be lacking. It allows you the opportunity of explaining the situation to your customer and time to make up for it. An adjustment letter is important because it gives both the representative and the customer invaluable experience concerning what customer service satisfaction really entails.
Writing letters, reports, notes, among other things, are important skills for business and personal life. Effective letters will yield nothing but good results. Most often than not, people assess others by the quality of their writing, hence it’s essential to write well. Here are some simple tips in writing an adjustment letter to get you started:
• Start your adjustment letter with the acknowledgement of the customer’s complaint or claim and proceed to write the purpose of the letter. If ever the complaint was unfounded or incorrect, remember to remain tactful. Your immediate refusal of the complaint could worsen the situation.
• Always remember to express concern, sympathy and understanding of your customer’s situation. Additionally, it also best to express gratitude for the sent letter.
• Remain polite and courteous all throughout your letter. If you decide to grant the customer’s request, then mention the actions that the company will undergo to achieve it. On the other hand, if you deny the request, it is advised to offer some form of reimbursement for the customer’s troubles.
Having a good business letter format or letter template as a guide can be very helpful. Download a free adjustment letter sample, then customize that will suit your needs. It is a great way to get you started in the right direction.