WEEK 13

Resignation letters do not need to be very long; in fact, short and to the point is often best. But they do
need to convey very specific information and do so in a way that doesn’t burn bridges.
Definition of Resignation Letter
Letter of resignation is a letter written by an employee to announce his/her intent to leave a position or
office of employment currently held. A letter of resignation will often take legal effect of a notice required
under the relevant terms of the position before quitting a job. Many appointments and contractual
employments are terminable by unilateral notice or advance notice of a specified period of time. A letter of
resignation can be treated as evidence or record as to the date or time of the resignation of an employee.
Letter of resignation should be delivered in advance to the appropriate superior and must contain
information such as the intended last day at work. Some resignations may be effective immediately.
A letter of resignation may thank the employer for the opportunities and experience gained thereby. The
recipient of the letter of resignation may record upon it the time of receipt of the letter.
Elements to Include in a Resignation Letter:
● The fact that you’re resigning.
● The date of your last day on the job. (Generally, it’s best to pick a day that’s at least two weeks from the
date of your resignation.)
● A general thank you to your soon-to-be former boss, for the opportunity to work at the company.
Optional Points to Include
1. A more specific thank you. For example, you might mention a useful skill you learned during your time
at the company or a project you particularly enjoyed. If you’ll miss the people you worked with, it’s always
nice to say so.
2. An offer to help with the transition. For example, by training your replacement.
Elements to Exclude
1. Anything negative. Resignation letters serve one important purpose: to set an end-date for your
employment with the company. They may also serve to strengthen your networking connection to your
soon-to-be former boss by leaving a good final impression. But they are not ever a good way to achieve
2. emotional closure with a job. Even if you’re leaving because you hate everything about the role, and
hope to never speak to your boss again after your last day, it costs you nothing to be professional.
3. Too much detail. You can provide more information about your duties, clients, and projects, if and when
your boss asks for it. Don’t clutter up this particular message with extraneous details.
Quitting in General
1. Give at least two weeks notice – but don’t feel obligated to give more than that. Also, prepare for the
possibility that you’ll be asked to leave immediately. It’s not common, but some employers will ask
workers to leave ASAP after they resign, so make your financial plans accordingly.
2. Find out about any employee benefits to which you might be entitled, before your last day. Ask about
unused sick time or vacation time, and get information about your 401(k) and any stock options that might
have accrued during your tenure.
3. If you can, ask for a letter of recommendation from your former boss and coworkers who might have
positive things to say about your work. Now is also a good time to ask for endorsements and
recommendations on LinkedIn and other social media, when you’re still fresh in your team’s mind.
Top 10 Good Reasons to Quit Your Job
1.You Found a New Job. Obviously, the best reason for quitting a job is that you've found a new one.
Before you quit your job, though, make sure that you've covered all the bases, including having a
confirmed job offer and a cleaned-out computer and office before you quit.
2. You Hate Your Job. Don't quit your job right away, even if you hate it. It's better to strategically plan
your departure so that you're leaving on your terms and not scrambling to find another position. Here's
what to do if you hate your job.
3. Illness. Personal or family illnesses are both legitimate reasons to quit a job, and sometimes a sudden
illness can be an excuse to leave a position. If it's a legitimate reason to quit (i.e., you or someone in your
family is chronically ill), make sure that you have continued health insurance coverage after you leave.
Also be aware that you may be eligible for Family and Medical Leave due to personal or family illness.
4. Difficult Work Environment. Co-workers, bosses, and a negative office environment can all make your
job difficult. In fact, they can make your workplace somewhere you simply don't want to be. Once you
have tried every option, you may need to make a decision to leave. Here's how to decide when to leave a
difficult workplace and how to move on.
5. Schedules and Hours. When you lose childcare or your work schedule has changed and it's difficult for
you to adjust, you may need to quit your job and look for one that is more accommodating to your
personal schedule. Leaving a job because of scheduling issues is a legitimate reason for quitting a job.
6. Going Back to School. Going back to school, either on a part-time or full-time basis, can necessitate a
job change. Given your school schedule and the demands of your job, your current employment may no
longer be a good fit.
7. Career Change. More than a few people have quit a professional job because they felt like they had
been doing the same thing for too long, wanted to do something different, or didn’t want to deal with
stress or travel of their industry any longer. Whether you want to move up or down the career ladder, a
decision to change careers can make good sense if you're looking to do something different.
8. Relocation. When you move, of course, you have to quit your job unless there are opportunities to
relocate with the company or to work remotely. If you are interested in keeping your job when you move,
check to see if relocation or working remotely is an option. You can always ask your boss if
telecommuting is an option.
9. You Got a Permanent Position. If you're working as a temp or at a part-time job and want to move on,
one of the best reasons to give for quitting is that you have found a permanent full-time position.
10. What Your Gut Tells You. One of the best mentors I ever had told me that the best way to make
decisions is to listen to your gut. He said it worked with hiring, with deciding to accept a job, or deciding to
quit a job.
He was right. If your gut is telling you to quit, listen to it.

Resignation Letter Format

The following resignation letter format will show you what to write in your letter of resignation.
First Last Name Your Contact Information
Address
City, State Zip Code
Phone Number
Email Address
Date
Employer Contact Information
Name
Title
Organization
Address
City, State Zip Code
Salutation: Dear Mr./Ms. Last Name,
First Paragraph: Your letter should say that you are resigning and state when your resignation is effective.
Middle Paragraph: The next (optional) section of your resignation letter should thank your employer for
the opportunities you have had during your employment with the company.
Final Paragraph: Conclude your resignation letter (also optional) by offering to assist with the transition.
Close: Respectfully yours,
Signature: Handwritten Signature (typed letter)
Typed Signature
Source: Lettersamples.com

LETTER TEXT SAMPLE

Jane Roberto
132 Edge Park Drive
Middleburg, MA 02100
555-123-4567
me@janeroberto.com
March 1, 2020
Mr. Jason Gonzalez
Manager
ABC Corp
987 Main Street
Middleburg, MA 02100
Dear Mr. Gonzalez,
I’m writing today to give my resignation and let you know that my last day with ABC Corp will be March
16, 2020.
I’ve enjoyed my time here at the company immensely and will miss working with the team. I’m so grateful
to have had the chance to work with you all, and I know the skills I’ve learned over the past five years will
serve me well in my new adventure.
Please let me know what I can to do to ease the transition. I’m happy to help train my replacement and
can also provide a quick cheat sheet to the client list for anyone who’s taking over my duties on a
temporary basis.
Thanks again for everything.
Best,
Jane Roberto

WEEK 14
Anyone can write an order letter, then be it any company or an individual. This type of a letter is written by
the concerned authorized person who wants to place an order or place a purchase request to another
company. If you are planning to write an order letter, then first it is important for you to carry out some
research work related to desired products or services. Having detail information can provide you with the
clear picture of placing on order via order letter.
An order letter, also known as a purchase order or PO, begins the paper trail of a specific purchase. The
objective is to provide the vendor with detailed instructions for fulfilling an order. It also serves as a legal
record of the transaction and, consequently, should be written with care.
Definition of Order Letter
An order letter is written to place an order for the required goods or services. An order letter is written
after a customer has requested a quote and the quote given fits their planned budget to order products or
services.
Strategies on How to Make an Order Letter
• Paragraph 1 – Start the letter with what you have learned about the company and its products.
• Paragraph 2 – Draw a table and include “Order Number”, “Item name” “Item quantity” “Other
Specifications.”
• Paragraph 3 – Refer to how, when, where you would like the delivery to be made.
What are the Contents of Order Letter?
The scope of an order letter should provide only that information relevant to accomplishing the objective
of making a purchase:
1. what the item is,
2. the terms of the purchase and any specific shipping instructions.
3. It provides the reader with an exact description of what is expected.
How Do You Write an Order Letter?
1. Politely thank the buyer or client for their custom.
2. Briefly outline the details of the transaction, such as the item model name, color etc, the name of the
buyer or client, their address if relevant, and the medium of payment....
3. Provide contact information so the recipient can get in touch if there's a problem.
Practical Guidelines for Drafting an Order Letter
• It should be exact and definite. Nothing should be left to chance. All details, such the manner of
payment, should be clearly mentioned
• Keep the language simple. Avoid ambiguous and confusing statements
• Product description should be complete. It helps to fix accountability in the event of loss or theft.
• The dates of dispatch and delivery should be accurately mentioned
• It should be written on a company letterhead.
• Both the parties should duly sign the document.
• Rework the order letter a number of items to eliminate all loopholes
• Ensure that the letter is complete but not complicated

The Main Elements of a Purchase Order

• Date of purchase
• Place of purchase
• Name and address of the seller
• Name and address of the buyer
• Product description – i.e. the total number of items, the number of cartons and the items in each carton
product type (perishable or durable), etc.
• Purchase price – It is the rate at which the items are purchased
• Freight charges
• The date of dispatch of goods – It is not necessary that the day of purchase and the date of dispatch
should be the same
• The place of delivery of goods
• The insurance policy if goods are lost in transit, etc.
• Mode of payment

Tips for Writing an Order Letter

• Use simple language that is easy to read and understand
• Use professional and formal language
• Write the letter in a polite manner
• Provide details of the order precisely
• Be keen on the specifications to ensure that no mistake is made
• Keep it brief and simple
• Provide contact information
WEEK 15
In a way, acknowledgement letters are sort of informal thank you letters. When we acknowledge
someone’s help or support, we are in fact showing our gratitude. A letter of acknowledgement serves a
dual purpose – one of a Receipt and second of Public Relation. When these letters are short and
restricted to just informing about receiving a package, a letter itself or a notice, it acquires the role of a
Letter of Receipt. When this letter is more than just the Acknowledgement Letter of Receipt it becomes a
means of public relations. This is more evident in the corporate world where it is a professional courtesy
to do so.
Definition of Acknowledgement Letter
An acknowledgement letter is a document used by businesses to formally acknowledge the receipt of
something, for example, an invoice, that can be used as a courtesy, for record keeping, or to raise an
issue with whatever service was received.
Likewise, a letter that you receive from someone, telling you that something you have sent to them has
arrived.
Types of Acknowledgement Letter
Letter to acknowledge a payment received.
Letter to acknowledge the receipt of documents.
Letter to acknowledge a purchase order.
Letter to acknowledge the change in date (of a meeting)
Letter to acknowledge the completion of a project.
Letter to acknowledge the return of an item.
Content of an Acknowledgement letter
Name and details of the person who is sending the letter.
Name and details of the person/company to whom the letter has been sent (recipient)
Date of sending the acknowledgement letter.
The subject of the letter stating the reason for writing it.
Statement of confirmation of receipt of the item.

Elements of the Letter of Acknowledgement

As with any business or professional correspondence, you should begin your letter with a few specific and
expected elements:
• Your name, address, and the date on the top right
• The name of the person to whom you are addressing the letter on the top left on the line below your
address
• The company name (if appropriate)
• The address of the firm or individual
• A subject line that briefly states the purpose of the letter in bold (such as "Legal Case No. 24")
• An opening salutation, such as "Dear Mr. Smith"
• When you are beginning the letter of acknowledgment, start with a brief sentence stating that this is,
indeed, a letter of acknowledgment.
Some phrases you can use include:
• I hereby acknowledge the receipt of the following documents...
• I am acknowledging receipt of...
• We will make sure that the person responsible receives these materials immediately upon returning to
the office.
The remainder of the letter should include the body text, where you explain in one or two paragraphs
what, specifically, you are acknowledging. At the end of the body of the letter, you can offer your help if
needed, such as: "If I may be of further assistance, please do not hesitate to contact me. “End the letter
with a standard closing, such as: "Sincerely, Mr. Joe Smith, XX Firm."

How to Create an Acknowledgment Letter

Use a company letterhead. Use electronic or paper letterhead...
Write acknowledgment statement. Referring to the document by name, version number if applicable and
state that the recipient has received the document....
Sign and date. ...
Explain the next step. ...
Provide contact information.

Things to Know in Making an Acknowledgement Letter

1) Identify Your Reader
An acknowledgement letter should be addressed to a person who requires a receipt for an item sent.
If you do not know the name of the sender, you may find it in the complimentary close of a previous letter;
an original inquiry or an order letter, for instance. That name should be placed in the inside heading and
the salutation of your acknowledgement. It should also be included on the top line of your envelope.
2) Remember that people do business with people first, businesses second.
When you address your reader by name, you recognize their importance and value as an individual
human being.
3) Establish Your Objective
The objective of an acknowledgement letter is to let the reader know that expected items have, in fact,
been received. You should be brief.
4) In the body the writer should mention a specific point, clarifying for the reader that it is an
important part of her overall objective, letting him know that further discussion will be expected in their
upcoming meeting.
5) Determine Your Scope
The scope of an acknowledgement letter can be quite brief, a line or two, the objective of which is to notify
the reader that a request has been satisfied. When a continuing dialogue is required, the scope may be
broadened to include new information.
6) In the body the writer should provide the name of her assistant, second, contact person with
whom he can speak should she be unavailable to take his call. This establishes a line of communication
that indicates her serious interest in exploring a further business relationship.
7) Organize Your Letter
Organizing your acknowledgement letter will establish a logical order in which to present your information.
You have already begun this task by establishing an objective and determining your scope. Refer back to
them. Together they include much of the content that will become the body of your letter.
8) A simple outline will get you organized
Begin by creating a list of relevant points and place them in the sequential order that will best help your
reader. comprehend your acknowledgement. These points will become the backbone of your draft; your
outline will become a checklist.
9) Draft Your Letter
Working from an outline is the simplest way to draft an acknowledgement letter. You have already
organized yourself by creating a list. Refer back to it and turn each fragment into a full and complete
sentence expressing a single thought or idea.
In order that your thoughts and ideas are conveyed in a cohesive manner, write in as natural a sounding
voice as possible. Try writing your draft quickly and then read it out loud. Concentrate on communicating
your objective to your reader. Make sure that the scope of your letter contains all the relevant information
included in your organizational list.
Keep in mind that you are writing a rough draft. For the moment you can ignore spelling, grammar,
punctuation, sentence and paragraph structure. Those are technical details that you will pay attention to
in the final step when you review and revise your work.
10) Close Your Letter
An acknowledgement letter should close in a professional manner. Once your last paragraph is written,
sign off between a complimentary close such as "Sincerely," or "Thank you," and your printed name.
11) Review and Revise Your Acknowledgement Letter
Reviewing and revising your acknowledgement letter is the final step in the writing process. You will
check your draft in this step, making sure that your objective is clear and your scope is concise. Put
yourself in the reader's shoes as you examine the rough draft. Ask yourself, as the recipient, whether you
are able to comprehend the request quickly and if enough information has been included to enable a
timely response.
Look for the obvious errors first. Check for spelling, sentence structure and grammar mistakes.
Remember that a passive voice is not as commanding as an active one. You want your letter to be
strong, so write with an active voice.
The important thing to keep in mind is the overall cohesiveness of the whole unit. Look for accuracy,
clarity and a sense of completeness. Ask yourself if the transitions between paragraphs are working and if
your point of view, tone and style are consistent throughout the text.
Examine your word choices carefully. Ambiguous words lead to confusion. Jargon and abstract terms
may not be understood at all and affectations, cliches and trite language serve no real purpose and will
obscure your objective. You want to help your reader understand exactly what it is that you want, so
remove all that is not helpful.
12) And finally, if you have not written an opening or a conclusion now is the time.
The introduction needs to lead into the body of your letter with a firm statement about the subject of your
acknowledgement and enough supporting information to keep the reader reading. Your closing remarks
need to reiterate your objective with a question that calls for an action.

WEEK 16
Claim means asking for compensation; a letter of claim is used to ask for compensation due to
unsatisfactory work or products delivered by the company. A claim could be made on getting
inappropriate stuff that you contracted, in all these situations or any other situation which falls under this
scenario can be a reason of a letter of claim. An organization or a company can claim for the required
work that was done properly. A letter of claim is a formal letter with a serious tone; it also could be a
persuasive letter as it makes the reader believe that the performance or work done by you were not up to
the mark.
When a customer encounters a problem with a business or agency, especially in regards with a certain
product or service, they send out a claim letter, which notifies the agency about their issue. The letter
usually contains a request of adjustment such as a refund or replacement.
Definition: Claim Letter
A claim letter is a persuasive letter sent by a customer to a business or agency to identify a problem with
a product or service and can also be referred to as a letter of complaint.
Main Elements of a Claim Letter
Most business professionals and scholars agree that a basic claim letter should include four core
elements:
• a clear explanation of the complaint,
• an explanation of what strife this has caused or the losses suffered because of it,
• an appeal to honesty and fairness, and
• a statement of what you would consider a fair adjustment in return
Important Elements of a Claim Letter
What has gone wrong? It is important to give the right answer that can clearly explain the things that went
wrong. Now be it a defective product or a faulty service, it is important to give full and quick information in
your claim letter.
If it is a faulty product, then you should add details like date of purchase, date of arrival, an amount paid,
thecolor of the product, a size of the product, order number, model number, etc. Providing such details
can make it easy for a supplier to re-check the product.
Is it a defect or is it the mistake? Whatever may be the problem, but it is important for you to mention the
inconvenience caused by adding a statement related to it. You should also mention the details related to
the loss suffered due to the defective product or bad quality of services.
It is important on your part, to be honest, and to motivate the reader so that the required action can be
taken easily to rectify the situation.
Mention the things or the amount of money that you want to claim, in detail. Include a statement that says,
the adjustments you would consider to be fair.
Always write such a letter to the head of the department, in order to get a quick response .Preciseness in
the explanation is pivotal to the claim being settled quickly and effectively, so a claim writer should
provide as much detail about the defectiveness of a product or the fault in service received, including date
and time, the amount is cost and receipt or order number, and any other detail that help define exactly
what went wrong.
The inconvenience in this fault has caused and an appeal to the reader's humanity and compassion are
equally important in getting what the writer wants out of the claim. This provides the reader motivation to
act on the writer's request promptly in order to rectify the situation and maintain the customer as a client.
As R.C. Krishna Mohan writes in "Business Correspondence and Report Writing" that in order "to secure
a prompt and satisfactory response, a claim letter is usually written to the head of the unit or the
department responsible for the mistake."

There are four common claims that can be made: definitional, factual, policy, and value.
How to Write a Claim Letter
At the beginning of your letter, indicate that you are making a claim and specify the type of claim you are
making (e.g., an insurance claim).
• State the policy number, if applicable.
• Indicate the dollar amount you are claiming or what action you would like the reader to take and the date
by which you expect the action to be taken.
• Refer to any documents you are including with your letter, including claim forms, repair estimates,
warranty, or records or receipts. Ask if there is any other information or documents or forms you need to
send.
• If you are using some of the enclosed documents as evidence to substantiate your claim, specifically
mention the content of the documents and illustrate how they support your claim.
• Indicate by when you would like to receive a reply to your letter and include contact information that will
allow the person to easily reach you.
• You may want to thank the reader for his/her (anticipated) help before ending your letter.
You need to specify the type of claim you are making in the beginning of the letter itself.
• If it is an insurance claim, then don’t forget to add your policy number.
• If you are using some documents as an evidence for your claim, then mention the details about the
content of your document in your letter to support your claim.
• Mention your contact details that can make it easy for the reader to contact you in the future.
• Be thankful to the reader for maintaining patience and reading your letter.
• Write briefly about the offers and the schemes; write what benefit the reader is going to get from the
schemes.
• Write the period in which the offer is valid. This will help the customer to avail the offer.
• Write that the reader is a very valued customer and hence you are writing this letter.
• State the exact name of the person or company you are referring to.
• Be clear and concise about the information you want to provide
• Propose how you will improve the customer’s experience in the future.
• If there are any necessary forms, etc., that you need to fill out or send, include them with your letter for
faster approval.
• You need to specify the type of claim you are making in the beginning of the letter itself.
• If it is an insurance claim, then don’t forget to add your policy number.
• If you are using some documents as an evidence for your claim, then mention the details about the
content of your document in your letter to support your claim.
• Mention your contact details that can make it easy for the reader to contact you in the future.
• Be thankful to the reader for maintaining patience and reading your letter
• Write briefly about the offers and the schemes; write what benefit the reader is going to get from the
schemes.
• Write the period in which the offer is valid. This will help the customer to avail the offer.
• Write that the reader is a very valued customer and hence you are writing this letter.
• State the exact name of the person or company you are referring to.
• Be clear and concise about the information you want to provide
• Propose how you will improve the customer’s experience in the future.
• If there are any necessary forms, etc., that you need to fill out or send, include them with your letter for
faster approval.

Claim Letter Writing Tips

• Remain courteous and respectful. Even if you feel you have been wronged, maintain a professional,
though assertive, tone at all times.
• Send your claim letter within the prescribed time period so that the claim will be valid.
• If there are any necessary forms, etc., that you need to fill out or send, include them with your letter for
faster approval.
• Clearly state what it is that you hope to accomplish in sending your claim letter.
• When denying a claim be sure to:
a) Open by stating your regret that the claim must be denied.
• Include the policy number, if applicable.
• Give the reasons why the claim was denied or rejected. Include any documents that provide to support
this action.
• Include information about what the claimant must do or change to have the claim approved, if desired.
• Include any important dates, such as the date by which an appeal or resubmission must be made, if
applicable.
• Include the contact information for the person to whom an appeal would be made, if appropriate.
• Reiterate your regret that the claim must be denied and express your willingness to discuss the matter
further or work to resolve the problem, if necessary.
• Close by stating that you value the reader’s business or that you appreciate him/her as a customer.
• You should always address such a letter to a specific person rather than addressing it to the entire
company.
• Start your letter with the positive attitude because studies have shown that such a letter created a good
impact on a reader even if it is related to some criticism. It is human nature to get defensive when
someone complaints. So it is important to mention a complaint in a good manner.
• What is a specific problem that you are facing? What is a solution to it? Give answers to these questions
in your claim letter.

Important characteristic of a claims?

Speed, efficiency and transparency are the most important characteristics of a quality claims experience.
Better data can help streamline steps in the claims process, setting the foundation for an enhanced
experience and, ultimately, “no-touch” claims resolution for many claims.

Characteristics of Good Claim Letter

Fair claim: An effective claim letter contains a realistic, fair and honest claim or request. If the buyer
makes any unfair claim, it proves his dishonesty. As a result business relationship between buyer and
seller may end.
Showing confidence upon the seller: The buyer should be confident that seller will accept his claim. Such
confidence will motivate the seller to settle the claim with due consideration.
Freeform anger: An effective claim letter never shows anger to the recipient. Anger or antagonism
reduces the chance of getting compensation.
Inclusion of facts courteously: A good claim letter states all relevant facts logically. Courteously and
impersonally. It includes neither exaggerated nor irrelevant facts.
Definite request: An effective claim letter makes a definite request. Such request may be of the followings:
a) Replacement of the product or service.
b) Partial or full refund of the purchase price of the product or service
c) Replacement of shipments
d) Cancellation of an order or part of the order
e) Correction of an error in bill
Free from guess and opinion: It is unwise to guess or to give opinion holding any specific person
responsible for the damage. The letter should be written impersonally and the charge of detecting the
responsible persons should be given to the seller.
Here are some important factors you may consider when writing a claim letter format:
• If applicable indicate the policy number.
• Explain the specific details or circumstances of your claim.
Features of a Well-Written Claim Letter Finding fault is an easy task for anybody! Adding such a fault
tactfully in a claim letter is important. Here are the few features that should be the part of your well-written
claim letter: • When you have the best reason to ask for a claim, then it is advisable to not make mistakes
with your language. • It is important to be clear about the things that have gone wrong, in your claim letter.
Don’t be rude with your language or use any kind of bad words but it is important to describe the mistake
accurately with the good tone in your claim letter. • Add details related to the definite dates, type of
product, quality of services, invoice number etc. This can make it easy for the reader to trace your
product. • Address the letter to the right person and state the adjustment that you are looking forward to.
Mode of claims
You must be knowing now that a claim letter is written to ask for a possible compensation or any kind of
adjustment. Understand one thing that mode of claims asked for, are not always the same and it may
differ depending on the situation and the nature of loss. Below are the different mode of claims that a
buyer can claim:
• You can ask for partial or full refund
• You can ask for a replacement of the defective product
• You ask for the repair of the damaged product
• You can ask to make future delivery of the product with the correct items
• You can ask for further discounts
• You can ask to make the required changes in the bill
• You can ask to credit the amount to your purchase account
• You can cancel your entire order or a portion of the order
• You can ask to reschedule the payment process
factors to Consider When Writing a Claim Letter
• Indicate at the start of the letter that you’re making a claim then specify the type of claim you’re making.
• If applicable indicate the policy number.
• Explain the specific details or circumstances of your claim.

WEEK 17
Definition: Adjustment Letter
An adjustment letter is a response to a written complaint. The objective is to inform the reader that their
complaint has been received. It is also a legal document recording what decisions were made and what
actions have or will be taken. Keep in mind that your reader has been inconvenienced.
Types of Adjustment Letter
Adjustment letter can take many different forms. The actual form 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:
1. 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.
2. Letter refusing adjustment: When claim is refused assuming the buyer is at fault, is called adjustment
refusing letter.
3. Letter offering a compromise or a partial adjustment: Thought this letter, a compromise is offered
in order to maintain good relation, or avoid litigation. This letter is written when there exist some
differences of opinion about the standard of service or quality of goods, or when some fault was outside
the control of either party.
4. Letter apologizing mistake: This letter is written by expressing regret for the customer’s
inconvenience and thanking him for pointing out the error.
5. Letter offering adjustment on the assumption is dissatisfied: If any customer is dissatisfied with
the company, he may stop giving further order to the company. Therefore, the seller writes this letter
offering adjustment of previous claims and thus maintains business relationship with him.
6. Letter informing the customer that cause of 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.
Alternative Principles in Writing Adjustment Letter
Every company adjusts the claims and complaints of the customers based on predetermined principles.
Customers are always right: Under this principle, a company accepts all the claims of the customers. This
principle is adopted when a company thinks the customers will never complain if there is no genuine
reason to complain. If the company follows this principle, all claims are granted. This policy is not always
considered to be best as it encourages greedy customers to make false complaints.
• Fair clam, fair adjustment: This principle implies that only genuine or valid claims will be accepted. In
this case, false claims are denied.
• Buyer beware or caveat emptor: This policy implies that the buyer should be careful enough in buying
and receiving the product. Product once sold, will never be returned. When a company follows this
principle, it does not entertain any claim from the customer. This is regarded as the most nu-business
policy.
Steps on How to Write an Adjustment Letter
• Write the salutation. Always address the letter to a particular person. ...
• Write the introduction. Start the first sentence with a positive note. ...
• Write the main part of the letter. This section will consist of several parts. ...
• Write a conclusion. ...
• Proofread and send the letter.
• Establish the letter's objective. The objective of the letter is to ensure the complainant that the
unsatisfactory situation or the complaint is getting addressed or corrected. ...
• Determine the scope. ...
• Organize the letter. ...
• Draft the letter. ...
• Close the letter. ...
• Proofread your letter.
Tips for writing an Adjustment Letter
• Organize the material – A must essential before one starts to write. Collect all the relevant documents,
previous correspondence, company policy, record of previous such cases and other required material.
Organizing these will establish a framework and order in which to present information in the most
appropriate manner. The framework of your letter should be in sequential order. This makes it easy, not
only for you but also for the client to understand the matter in the easiest manner. Make a check list and
see what you are missing. Include these as well.
• Drafting – Drafting is the rough copy of your letter. It is open to mistakes and editing. Since you have
organized the material, you just need to use them in the most effective manner making sure that you
haven’t left out any important aspect of the letter. Use the information of the outline and divide into short
paragraphs. Go through the contents again and refer them with the outline and your objective. The
opening and conclusion are of the utmost importance. The conclusion sums up all in brief with a positive
impression. Since you will be mostly editing these on a PC, it is easy as you don’t need to waste paper.
• Admit your Mistake and make Prompt Rectification – Once it has been established that your client is
actually a victim, initiate an instant rectification process. Apologise and regret in the most responsible way
using words which will soothe the irritation or anger of the reader. Words like ‘Mistakes do happen but we
always have a solution’, ‘Your satisfaction is of the utmost concern to us’, ‘It is good to know that you
have brought this matter to our light, we will ensure that these incidents never happen’ etc. Give the facts
regarding the defective product or service.
• Maintain a Positive Tone – Adjustment letter with an adjusted tone towards positive attitude works both
ways. The client is satisfied and the vendor is also satisfied. Always begin by sympathizing your client,
establishing a positive tone. Make them feel understood. Only then you move to the next step, which is to
break the news, in favor or against. Even if the client is at fault, it is necessary that you don’t provoke the
customer. Never accuse them of the wrongdoing or offer an adjustment with resentment.
• Use Diplomatic Language – It comes across many times that clients are not right. Here you have tobe
diplomatic so that complainer or claimer is satisfied with your reasoning or logic. When compensation,
refund etc. is not justifiable, you cannot be blunt; you have to be tactful in approach. Deny the request in
the most pleasing manner. Express your concern over the issue and appreciate their concern over the
matter. Mention the issue at hand and how you understand what happened. Bring forth all the policies
and regulations and translate them into layman’s language. This is to simplify and make your refusal fair,
justified and acceptable.
• Politeness – Politeness is often stressed in most type of letters. This is because it is a virtue which
exudes a positive vibes, especially in a conflict situation. It also reasserts the dignity of the client. It is a
basic courtesy and can make all the difference. Adjustment letters are meant to satisfy the client even
when he isn’t right in his actions. Choose your words carefully, so that there is no room for offence. Use
the title or name of the person in focus. You must be handling plenty of such letters but that doesn’t mean
you can take a few for granted. Politeness in a situation where you are fault becomes even more
important. Being the guilty party; politeness is not only a necessity but it is also customary to maintain a
healthy business relationship with the client.
• Personal Touch – Personal touch doesn’t mean getting intimate with the client. It means making the
client comfortable and giving him the respect. To do this, address your client with his name. This is a sign
of recognition of the client’s individuality; a person is known in the society by his name and the name
becomes his identity. By addressing to his identity, you reaffirm his importance in the same way as is
done in the society. You can also use his title in along with his name to this effect. You can use any
relevant line of humor to ease the discord and delight the client towards a positive approach.
• Use a Letter head - As a rule in terms of official and business letters, Claim Adjustment Letters should
always have a company letter head on the Top Margin of the page, left, right or middle. This establishes
the authority of the letter and increases the importance of the document. A letter head signifies that the
client is dealing with a responsible authority. It asserts his belief in the company. Letterhead also remains
embedded in one’s mind whenever the situation has resulted in the favour of the client. The letterhead
becomes a symbol of fairness and the company gains a loyal customer and an unpaid ambassador.
• Proofreading - Check your grammar, spellings, sentence formation and structure. Check the accuracy,
clarity and a sense of completeness of your paragraphs. Keep your tone consistent, avoids abstract terms
which are generally not understood by all like slang, clichés or phrases. Remove any confusing items. If
typed on PC use professional fonts like Times New Roman or Arial and maintain the same. Also keep in
mind the legibility of words; neither too small nor too big. Appropriate dates, signature and complimentary
closure should not be forgotten.
Adjustment Letter Formats
Most letters of adjustment have 2 to 3 formats. Depending upon the practice in one’s region on should
adhere to it. Below we have provided 2 Formats of writing an adjustment letter. There isn’t much
difference in the body of the letter. The difference in the format is placement of Headers, Date or Letter
heads.
Contents of an Adjustment Letter
In drafting adjustment letter, the following points should be kept in mind so that in can convince the
affected buyer:
• Acknowledging the claim letter: At the beginning of the adjustment letter, the seller should
acknowledge the claim letter of the customer and thank the customer for pointing out the mistakes.
• Regretting for mistakes: Reply letter should regret the mistakes and inconvenience of the seller
sincerely. If the seller is definitely at fault, he can apologize by saying,” I am sorry”, “We apologize” etc.
• Immediate reply: After receiving a complaint from the buyer, the seller should give its reply
immediately. Delay in reply may create further arrogance.
• Granting immediate promise: If the customer demand for something specific like a refund or
replacement, the seller should grant the promise immediately.
• Assuring preventive measures: After receiving the claim from the customers, preventive measures
taken by seller should be indicated. Seller must also assure the customer that he will not face any such
inconvenience in the future.
• Offering further cooperation: In order to promote the goodwill of the company and sustain a
relationship with customers, the seller should offer further cooperation and assurance of satisfaction.
• Convincing customer: If the claim of the customer is unfair, unreasonable and unjust, the seller should
not react violently. Rather, he should convince the buyer to consider the matter from the seller’s angle.
• Courteous and friendly language: The language of adjustment letters must be courteous and friendly.
Such language will cool down the anger of the buyer.
Template for 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
SAMPLE OF ADJUSTMENT LETTER