Upon receipt of the complaint, the company drafts yet another letter and sends it back to the client. It is this letter that is called the adjustment letter. A typical letter of this kind comprises or aims to showcase the following details: Acknowledgment of the Client’s Claims. It starts by acknowledging the claims or complaints of the customer.
A good adjustment letter will acknowledge and address the complaint in such a way that the customer will not feel offended but rather satisfied. This will ensure a continuing good relationship between the seller and the customer. Here are some tips to keep in mind as you compose the letter:
The letter serves as a record of the complaint, the actions taken to address it, and any follow-up actions that may be necessary. It is advisable to send an adjustment letter within a day of receiving a customer complaint. An organization may accept claims upon receiving a complaint by issuing an apology or compensating the customer.
The scope of the adjustment letter must encompass only the relevant details of the customer’s claim. Direct admission is highly recommended for a valid customer claim. If not, the letter should explain clearly in the most courteous way that the claim needs to get rescinded.
Adjustment Letter Format Example The customer complaint adjustment letter acknowledges the customer’s concern, outlines the corrective actions taken, and expresses apologies for any inconvenience caused. It also assures the customer that measures have been implemented to prevent similar issues in the future.
Some company policies highlight the need to write an adjustment letter. However, it is not explicitly stated that a company or a business must reply to a complaint. Despite this, the company must address the problems or claims that involve a customer.