Adjustment Letter
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  1. In response to a complaint, an adjustment letter is issued by a company.

It explains to a consumer how your business plans to address their concern. So, an adjustment letter offers a great chance to promote goodwill for your company. Even when the company delivered it in response to a problem. A strong letter may not only undo any harm but also win back a client’s trust in your business.

2. An adjustment letter is a letter that is by the employer to explain the reason for termination.

The letter should explain the reasons for termination, provide information about any other benefits such as unemployment benefits, and give references that the employer may contact if they need more information about the employee’s work performance.

3. Adjustment letters are used to notify the recipient of a change in their charges.

The purpose of this letter is to request an adjustment of some kind, whether for a refund or additional charges. The writer should clearly state what they are requesting. And, why they feel it is necessary to avoid any confusion on behalf of the recipient. So, we write it professionally and it should be concise.

4. An adjustment letter is prepared by an employee who has been terminated or laid off from their job.

The adjustment letter can help you get an unemployment check and can also serve as a reference when you are applying for another job. If you have any questions, then please contact your local Department of Labor office.

5. An adjustment letter is a letter that is written to request an adjustment on a bill.

We can use it in both commercial and personal contexts. In a commercial setting, the letter that the customer may file to request an adjustment on their account with the company. In a personal setting, someone may use who has been overcharged for something and wants to have the price adjusted or refunded.

Types of Adjustment Letters

There are many different types of adjustment letters that we can issue, depending on the situation. One kind of adjustment letter is an award notification letter which we send to inform the recipient that they have won a prize or award. Another type is an offer acceptance letter, which informs the recipient about their selection for something and the need to accept it.

Full Adjustments

Determine what occurred and what you can do to satisfy the consumer before adjusting a claim for which your business is at fault. Make sure you are aware of the company’s adjustment policy, and use language carefully:

For Example

We recently got your letter from May 7 regarding our broken gas barbecue. A court of law could interpret the term “defective” as an acknowledgment that the object in question is, in fact, flawed. Consult a lawyer if you’re unsure.

Adjustments should always be polite. Because a reluctantly reached agreement will cause more harm than good. In addition to being courteous, you must also recognize the mistake in a way that prevents the client from losing faith in your business. Put the reader’s anticipated positive news in the forefront.

  • You were wrongly charged for the delivery, and a replacement for the damaged item is enclosed.
  • We sincerely apologize for the issue that occurred with your account.

Explain the root of the issue if doing so would boost your reader’s confidence. You might include any measures you’re doing to keep the issue from happening again. Explain how client feedback enables your business to maintain a high level of service or product quality. With a smile and an upward gaze, close. Try not to mention the issue in your conclusion.

The correction letter starts by taking ownership of its mistakes and expressing regret for the inconvenience it caused the consumer. In the second paragraph, the writer expresses a wish to rebuild goodwill and explains in detail how she plans to implement the change. The final paragraph thanks the client for bringing the issue to our notice and reassures him that we have taken his complaint seriously.

Figure. A-1: Adjustment Letter Sample

Partial Adjustments

To restore a client’s or customer’s lost goodwill, you may occasionally need to provide a partial adjustment even though an unsupported claim. You might need to assist a client in understanding how to use a product or service appropriately, for instance, if they utilize it improperly. In this situation, remember that your client or customer thinks their claim is valid. As a result, you should justify paying out the claim. If you don’t, your reader might never get to the justification. If you need to clarify that the consumer is responsible, do it diplomatically. A sample letter for a partial adjustment is here in Figures A—2.

Partial Adjustment Letter Sample
Figure A-2: Partial Adjustment Letter Sample


The tone of your response should be upbeat and courteous, regardless of how irrational the criticism is. Don’t draw attention to the issue, but, when necessary, accept responsibility for it. Your answer should center on the steps you are doing to fix the issue. Give the consumer the benefit of the doubt while resolving the issue swiftly and politely at a cost that is affordable for your company.

By Waqas Sharif

Mr. Waqas Sharif is an English Language Teaching (ELT) Professional, Trainer, and Course Instructor at a Public Sector Institute. He has more than ten years of Eng Language Teaching experience at the Graduate and Postgraduate level. His main interest is found in facilitating his students globally He wishes them to develop academic skills like Reading, Writing, and Communication mastery along with Basics of Functional Grammar, English Language, and Linguistics.

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