This document discusses adjustment and claim letters. It defines a letter and business letter, noting that business letters have a standardized format. It lists common types of business letters including adjustment and claim letters. Adjustment letters are written in response to customer complaints, while claim letters are used to request compensation for unsatisfactory work or products. The document provides guidelines and examples of the proper format and content for adjustment and claim letters.

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

9. Example

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

13. Example