QS Study

Types of Adjustment Letter

Adjustment letter can take many different forms. The actual from of adjustment letter is governed by many factors like adjustment policy of the company, responsibility of fault, relationship with the customers etc. However, the following are the general forms of adjustment letter:

Letter granting adjustment: When the seller grants full adjustment to the claim assuming he is at fault, then it is called adjustment granting letter. In this letter, the seller frankly admits his fault and assures the buyer that such problem will not arise in future. Nevertheless, sellers will occasionally grant a buyer’s claim even though the buyer or a third party is at fault.

Letter informing the customer that cause of the error is being investigated: In some cases, the final adjustment decision cannot be made until the seller determines who is responsible for the mistake. In this case, an interim reply is sent to the customer informing that his claim is under investigation. Through this letter, the seller neither grants nor refuses the claim.

Letter refusing adjustment: When ca laim is refused assuming the buyer is at fault, it is called adjustment refusing letter.

Letter offering a compromise or a partial adjustment: Through this letter, a compromise is offered in order to maintain good relation, or avoid litigation. This letter is written when there exists some differences of opinion about the standard of service, or quality of goods or when some fault was outside the control of either party.

Letter offering a djustment on the assumption is dissatisfied: If any customer is dissatisfied with the company, he may stop giving the further order to the company. Therefore, the seller mites this letter offering adjustment of previous claims and thus maintains the business relationship with him.

Letter apologizing mistake: This letter is written by expressing regret for the customers’ inconvenience and thanking him for pointing out the error.