In many cases, customers often complain about a problem which is generally caused by dissatisfaction with a service or product. For this matter, they need a special tool that is made in writing to convey all their feelings. Then this letter is sent to the intended company with the intention of getting a satisfactory and solution answer immediately.
Basically, companies that receive a letter of complaint have an obligation to make a written answer, as well as to create good relationships with customers and reward their loyalty. This letter which is officially issued by the company as an answer to the complaint made by the customer is what we usually know as an adjustment letter.
The adjustment letter indicates that the company has good intentions, stating that the complaint letter has been well received and will immediately be followed up with purposeful actions to resolve the complaint in accordance with the claims written in their letter.
Reply to customer claims can take a variety of formats, the most common of which is to show remorse for the error and correct it with a redress system. The main reason for issuing an adjustment letter is the settlement of claims submitted by customers. So, this letter also means an information about the rejection or acceptance of the validity of claims from customers.
Adjustment Letter Sample #1
Richard Brooke 8th End Street, London 17th January 20XX Centerville Bicycle Corporation London
Ref – Complaint dated 15th January 20XX
Dear Richard This is in reference to your complaint dated 15th January 2018. We are very sorry that a broken bicycle had been delivered to your address. We take these things very sincerely and can sympathize with you for the inconvenience caused to you due to us.
In the meantime, we would like to replace your bicycle with a brand new bicycle of the same brand with no shipping costs to you. Our delivery boy will come and collect the defective product and deliver the brand new bicycle. Also, we would like to gift you a $100 gift card which can be used in any store, for the inconvenience caused to you due to us. We hope that you will continue shopping with us.
Joe Mendes PFA – $100 Gift Voucher, it can be used anywhere.
Adjustment Letter Sample #2
Address City, State Zip Code
Respected Mr. /Ms. Last Name,
RE: Adjustment Letter (Cornerstone)
This is to let you know that we have formally received your complaint to the effect that the __ (state the nature of the problem). Many thanks for the courage to lodge the complaint in the first place.
We shall _______________ (explain your planned course of action and the timelines within which you intend to do so). In the meantime, kindly ______ (state what exactly you want the client to do in the meantime).
Sorry for this inconvenience. We promise to be of help to you in the future.