Letter of adjustment example

Adjustment Letter: How to Write and Format it (With 4+ Samples)

A letter written in response to the complaint of the customer is called an adjustment letter. It is written when seller or delivery authorities write back to the customer in regard to their complaint. The official in format, it is used to explain what is the nature and urgency of the customer’s complaint and how it can be resolved by the company. The letter informs the customer whether his/her complaint has been accepted or been rejected, also the refund amount he/she is eligible for and how to obtain it. These letters deal with all kinds of complaints such as defective goods, service being poor, shipment issues, and product undelivered or not delivered on time etc. These letters are known as adjustment letters because their main purpose is to resolve a conflict between customer and seller.

Table of Contents

How to write an adjustment letter?

There are many points to be taken into consideration while writing an adjustment letter.

Organize material – all the previous correspondence between client and seller, his complaint copy, company policies regarding the complaint featured, any other relevant document etc. should be first obtained and organized by the writer.Admittance of mistake – if your company is at fault immediately accept the mistake and proceed to rectify the mistake. The customer demands if rational should be completed.Positive reply – sympathize with your client, listen to his/her woes and maintain a positive tone and attitude towards the client to ensure satisfaction of the customer.Diplomacy – when the client is not right, and his demands are not justifiable, then the sellers need to be diplomatic so that even after refusal your client remains satisfied. Explain the policy of the company and terms in layman language so the customer can easily understand your terms and conditions. Talk politely and don’t refuse bluntly or rudely.Politeness – Politeness as a virtue is encouraged by all the customer care services. Even when your client is at fault, you need to satisfy him while also maintaining your stance. In this respect, politeness comes in handy. A polite reply goes a long way in promoting company’s reputation and name.Letter Head – Adjustment letters and claim letters should be officially endorsed by the company such that they should have letterhead on top.Proofreading – Always proofread the letter, so save your company embarrassment in front of the client. Facts should be checked and correlated with the system properly.

How to format an adjustment letter?

Adjustment letter mostly written in formal business letter format. The real focus is placed on where to place dates, headers, and letterheads. Otherwise, the letter is basic in writing style. Here is one of the formats –

// header part

Name of the sender

Sender’s Address

(This header can be placed either left or right)


(Can be positioned either left or right, even at the center)

Recipient’s Name

Recipient’s Address

//Body Part

Subject or Reference

Salutation (Dear Valued Customer)

First Paragraph

(It should contain an acknowledgment of the complaint and apology on behalf of the seller to the customer. You can also sympathize with the client for the inconvenience caused to the client)

Second Paragraph

(It consists of details of the goods and services provided to the customer by the seller)

Third Paragraph

(Final paragraph is rectification of the complaint of the customer)

( Letter should end with a complimentary close)

Subscription – Thanking You, Yours sincerely


Full Name

Enclosure (if any documents attached, it must be specified too)

Sample of an adjustment letter

Richard Brooke
8th End Street, London
17th January 2018
Centerville Bicycle Corporation

Ref – Complaint dated 15th January 2018

Dear Richard

This is in reference to your complaint dated 15th January 2018. We are very sorry that a broken bicycle had been delivered to your address. We take these things very sincerely and can sympathize with you for the inconvenience caused to you due to us.

In the meantime, we would like to replace your bicycle with a brand new bicycle of the same brand with no shipping costs to you. Our delivery boy will come and collect the defective product and deliver the brand new bicycle. Also, we would like to gift you a $100 gift card which can be used in any store, for the inconvenience caused to you due to us. We hope that you will continue shopping with us.

Thanking You

Yours sincerely
Joe Mendes
PFA – $100 Gift Voucher, it can be used anywhere.

Adjustment Letter Sample for Damaged Goods (Spoiled Products)

adjustment letter sample for damaged goods


Sample Adjustment Letter for Damaged Products

Sample Adjustment Letter for Spoiled Products


Sample Adjustment Letter (Shortage of Quantity, Products)

Sample Adjustment Letter Regarding Shortage of Quantity or Products

Sample Adjustment Letter Regarding Shortage of Quantity or Products


Product Replacement Letter to Customer

Product Replacement Letter to Customer

Product Replacement Letter to Customer


letter of adjustment example
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Adjustment Letter Example

Michele Cain
Barclays Bank
P.O. Box 43844-64000

Re: Refusal Adjustment Letter

Dear Boris Lieznov,

I have received your complaint letter expressing your discontent about the denial of credit by our institution. Thank you for expressing your concerns through your complaint. For the immense value we place on you as our customer, we take it as our responsibility to ensure that you are satisfied with our services and get assistance whenever you visit our offices.

From your account of your problem, you feel that you were not given the opportunity to access our credit facilities by our officers in charge. I now take this step to respond to your queries, hopefully to your satisfaction.

In your letter, you indicated that you sought credit from our firm but was unsuccessful. In addition to the plans you had for the credit, the denial must have cost you time and energy. It was clear that you were disappointed that you did not receive the credit that you were seeking. However, the application details that you provided us indicated that you did not meet the criteria to be granted credit. The officer in charge acted in accordance to our lending laws and policies. Despite the fact that we honour the satisfaction of our clients, a number of conditions have been laid down to ensure that we serve you better. These form the guideline and the criteria basis of our lending policies.
Our current policies require that in order for a customer to qualify for credit, they should have been in employment for a minimum of one year. Customers in new jobs find it difficult to get credit. However, your period of one year is close by and we hope that next time you will be extended credit after the one year elapses. This policy applies to all of our branches, and to a large extent, all firms in the industry.

A verification of databases indicates that you have not been on credit before. As we issue credit to our customers, we have to be certain that every customer has the ability to pay. This is demonstrated by past information about your credit payment. The best way to ascertain your ability to repay the credit is past information about your payment patterns. In the absence of this, other avenues could be explored. For example, we could require you to give us proof or evidence indicating your ability to pay or some form of collateral. However, the latter is the last resort given to our salaried clients.

Additionally, your name does not appear on the electoral role as it supposed to be the case for all residents of this region. Any customer not in the electoral role cannot be issued credit as lending institutions use it as a reference to extend credit to all their customers, proving that they are residents. For your name and details to appear in the credit role, you have to seek registration. There are a number of reasons why your name does not appear on the role. But the obvious one is that you have never sought registration. For the ease of service next time, please register for an inclusion in the electoral role. This way, you can gain access to credit facilities from any institution.

Cited above are the reasons why our officers could not honour your application for credit. They acted upon rules and regulations put down by the management, thus binding their actions. In case you successfully meet the above requirements, we have no obligation to deny you credit whatsoever.

Thank you for keeping in touch with us and for raising your concerns about the issue. We try our best to give you the best service possible, aimed at satisfying your needs. It is our duty to respond to any queries that you may have to give you the best service. We hope that your query has been settled. We look forward to doing business with you in future.

Yours truly,

Michele Cain
Operating Director
Barclays Bank

How to write a claim and adjustment letter correctly you can find on our website.

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