5. letter of adjustments of complaint

1. Letter of Adjustments
By
Kamlesh Joshi

2. 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.

3. Letter of adjustments of Complaint
• 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)

4. Letter of adjustments of Complaint
• 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.

5. Letter of adjustments of Complaint
• 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 ____.

6. Letter of adjustments of Complaint
• 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.

7. Letter of adjustments of Complaint
GUJARAT ELECTRICALS
Ahmedabad
22nd
July, 2012
To
The Manager
Bharat Electricals
Rajkot
Dear Sir,

8. Letter of adjustments of Complaint
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

9. Letter of adjustments of Complaint
We are extremely sorry for the inconvenience
caused to you and promise to ensure our best
services in future.
Yours faithfully,
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10. Letter of adjustments of Complaint
GUJARAT PAPER PRODUCTS LTD.
Paper Town, Ahmedabad
17th
July, 2012.
To
Mr. S.P.Vora
Station Road
Rajkot.
Dear Sir,

11. Letter of adjustments of Complaint
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.

12. Letter of adjustments of Complaint
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,
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