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Presented By: 
V.Mathan kumar, 
MBA Ist year, 
SKCT. 
Adjustment 
& 
Claim Letters
One 
CONTENTS 
• Letter 
• Business Letter 
Two 
• Types Of Business Letter 
Thre 
e 
• Adjustment Letter 
• Guidelines 
Four 
• Claim Letter 
• Guidelines
Letter 
Definition 
“A written or printed communication directed to a 
person or organization.” 
Letters may be created and sent as: 
E-mail or electronic transmissions 
Hand-delivered transmissions 
Regular mail transmissions
Business Letter 
Business letter is a form of written communication within 
an organization or between two organizations. 
It is differentiated from a general letter by its layout and 
form which is well established by convention and practice.
Types Of Business Letters 
BUSINESS 
LETTER 
CLAIM LETTER 
SALES LETTER 
QUOTATION 
LETTER 
COLLECTION 
LETTER 
ENQUIRY LETTER 
JOB APPLICATION 
ADJUSTMENT 
LETTER
Adjustment Letter 
A type of letter addressed in response to a customer's claim or 
complaint letter, written by a representative of an organization or 
a group 
Adjustment letter is a reply to a claim letter. 
 It should not be sent in a moment of excitement or anger. 
Take sometime to restore to one’s usual self before writing such 
letter. 
 A letter of adjustment doesn’t mean that your complaint or 
claim will be accepted
Guidelines 
• Convey good news first and also 
Explain why things went wrong. 1 
• Give additional information for the 
same product. 2 
• Close the letter, emphasizing the 
action to be taken by customer 3 
• Address the letter to the claimant by 
name. 4
Format Of Adjustment Letter 
Your Name 
Your Address 
(can be positioned left, right or centre) 
Date 
(can be positioned left, right or centre, before Reference or after or at the start) 
Recipient’s Name (specific official or person) 
Recipient’s Address (can be positioned left, right or centre) 
Reference or Subject 
Dear Recipient (Salutation) 
First Paragraph - Acknowledgment of the complaint along with apology 2-4 lines 
detailing the inconvenience cause to the client 
Second Paragraph – Details of goods, service or issue at hand etc. 
Third Paragraph - Complaint or Claims rectification or resolution 
Subscription - Thanking you, yours sincerely etc. 
Signature 
First Name Last Name 
ENCL (optional) stands for ‘Enclosure’ and refers to any attached documents
Example
Claim Letter 
Claim letters are used to make claims due to unsatisfactory 
work or products by companies that have contracted another 
party to complete work. 
A claim could be of many kinds: 
Car insurance claim 
Health insurance claim 
Life insurance claim 
Claim against theft 
Claim against fire 
Accidental claim 
Compensatory claim 
Deposit refund claim 
Retrenchment reimbursement claim
Guideline 
• It will be written as soon as damage is 
done. 1 
•2 It should be brief and point. 
• Claim letter should have a policy 
number against which the claim 
requested easy to track past records. 
3 
• It will need supporting documents like 
police report, Death certificate etc . 4
Format Of Claim Letter 
Your Name 
Your Address 
(can be positioned left, right or centre) 
Date 
(can be positioned left, right or centre, before Reference or after or at the start) 
Recipient’s Name (specific official or person) 
Recipient’s Address (can be positioned left, right or centre) 
Reference or Subject 
Dear Recipient (Salutation) 
First Paragraph –Describe the person and policy details 
Second Paragraph –Convey the message why you should claim 
Third Paragraph - Complaint or Claims rectification or resolution 
Subscription - Thanking you, yours sincerely etc. 
Signature 
First Name Last Name
Example
Adjustments and claim

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Adjustments and claim

  • 1. Presented By: V.Mathan kumar, MBA Ist year, SKCT. Adjustment & Claim Letters
  • 2. One CONTENTS • Letter • Business Letter Two • Types Of Business Letter Thre e • Adjustment Letter • Guidelines Four • Claim Letter • Guidelines
  • 3. Letter Definition “A written or printed communication directed to a person or organization.” Letters may be created and sent as: E-mail or electronic transmissions Hand-delivered transmissions Regular mail transmissions
  • 4. Business Letter Business letter is a form of written communication within an organization or between two organizations. It is differentiated from a general letter by its layout and form which is well established by convention and practice.
  • 5. Types Of Business Letters BUSINESS LETTER CLAIM LETTER SALES LETTER QUOTATION LETTER COLLECTION LETTER ENQUIRY LETTER JOB APPLICATION ADJUSTMENT LETTER
  • 6. Adjustment Letter A type of letter addressed in response to a customer's claim or complaint letter, written by a representative of an organization or a group Adjustment letter is a reply to a claim letter.  It should not be sent in a moment of excitement or anger. Take sometime to restore to one’s usual self before writing such letter.  A letter of adjustment doesn’t mean that your complaint or claim will be accepted
  • 7. Guidelines • Convey good news first and also Explain why things went wrong. 1 • Give additional information for the same product. 2 • Close the letter, emphasizing the action to be taken by customer 3 • Address the letter to the claimant by name. 4
  • 8. Format Of Adjustment Letter Your Name Your Address (can be positioned left, right or centre) Date (can be positioned left, right or centre, before Reference or after or at the start) Recipient’s Name (specific official or person) Recipient’s Address (can be positioned left, right or centre) Reference or Subject Dear Recipient (Salutation) First Paragraph - Acknowledgment of the complaint along with apology 2-4 lines detailing the inconvenience cause to the client Second Paragraph – Details of goods, service or issue at hand etc. Third Paragraph - Complaint or Claims rectification or resolution Subscription - Thanking you, yours sincerely etc. Signature First Name Last Name ENCL (optional) stands for ‘Enclosure’ and refers to any attached documents
  • 10. Claim Letter Claim letters are used to make claims due to unsatisfactory work or products by companies that have contracted another party to complete work. A claim could be of many kinds: Car insurance claim Health insurance claim Life insurance claim Claim against theft Claim against fire Accidental claim Compensatory claim Deposit refund claim Retrenchment reimbursement claim
  • 11. Guideline • It will be written as soon as damage is done. 1 •2 It should be brief and point. • Claim letter should have a policy number against which the claim requested easy to track past records. 3 • It will need supporting documents like police report, Death certificate etc . 4
  • 12. Format Of Claim Letter Your Name Your Address (can be positioned left, right or centre) Date (can be positioned left, right or centre, before Reference or after or at the start) Recipient’s Name (specific official or person) Recipient’s Address (can be positioned left, right or centre) Reference or Subject Dear Recipient (Salutation) First Paragraph –Describe the person and policy details Second Paragraph –Convey the message why you should claim Third Paragraph - Complaint or Claims rectification or resolution Subscription - Thanking you, yours sincerely etc. Signature First Name Last Name