5. letter of adjustments of complaint

Letter of Adjustments By Kamlesh Joshi

Letter of adjustments of Complaint

• Introduction:• An adjustment letter is written in response to

a complaint. It explains how the complaint will be dealt with.

• Adjustment to complaint may either be granted or refused as the case may be.

• It reflects the sense of responsibility of the seller towards buyer.


• Every firm has its own adjustment policy as explained below:

• The customer is always right. ( all claims are granted)

• Fair claim, fair adjustment. (claim is evaluated properly then either granted or rejected)

• The customer is always wrong. (always rejected)• Letter inviting a complaint. ( for no order since

long)


• Adjustment letter should contain:• Acknowledgement of the earlier letter.• Express your apologies for the mistake and say

that you will try it does not occur again in future• Briefly state the reason behind the mistake.• If the adjustment is to be refused, do it politely.• Try to be helpful to the customer by all means.


• Opening statements:• We note with concern that the goods supplied to

you by us were______.• Please accept our sincere apologies for the ____ in

the dispatch of your order.• We are sorry to learn from your letter dated ___

that ____.


• Closing statements:• We expect that the compensation granted will

be up to your satisfaction and hope to continue our business.

• We apologies once again for the inconvenience to you and assure you of our best service.

• We thank you for bringing the problem to our notice and bearing with us.


GUJARAT ELECTRICALS Ahmedabad22nd July, 2012ToThe ManagerBharat ElectricalsRajkot

Dear Sir,


SUB: Reply to your complaint for goods received by you in a damaged condition.

In response to your letter dated 20th July, 2012, we are sorry to learn that some of the fans were defective. We understand your anxiety over this unfortunate happening. Kindly keep the defective fans separately. Our agent in your city will inspect the same. We are in the mean time, arranging to send a fresh consignment in replacement of defective items.


We are extremely sorry for the inconvenience caused to you and promise to ensure our best services in future.

Yours faithfully, --------------------


GUJARAT PAPER PRODUCTS LTD. Paper Town, Ahmedabad17th July, 2012.To Mr. S.P.VoraStation Road Rajkot. Dear Sir,


SUB: Reply to your complaint about some paper supplied to you in a damaged condition.

Thank you for informing us promptly that two reams of your paper that we sent to you are in a damaged condition.

An unfortunate mistake appears to have been committed by our forwarding section. Generally we take all care to prevent such mistakes. However, when we are notified of it we always


set right the matter gladly.Our forwarding section has already been

instructed to arrange for prompt dispatch of two reams to arrive at your place before 20th July, 2012. We assure you that we shall take every care to see that your future order are executed most satisfactorily. The damaged reams may kindly be sent back to us at our cost.

Yours faithfully, --------------------

5. letter of adjustments of complaint

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