presentation

group 2
ADJUSTMENT LETTER AND
REPLY LETTER
Writing for bussines

Dosen pengampu:
Juwita Qadarsi, B.TM., MM.PAR
 GROUP
NAME
Septi Diana Rahman dede Arahmania nina Nurhidayah
2106010057 2106010066 2106010071

maulidya Adiffa rahmadanti yeyen Fadilla Rizky anindya

2106010087 2106010092 2016010097

mohamad Irfan Firmansyah Fi tra Ramadhan fahreza

2106010240 2106010243
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 DEFINITION OF
ADJUSTMENT LETTER

Page 03
 Page 04

Adjustment Letter
Adjustment Letter is response letter to customer complaint
or claim. It is official in nature and explains the relevancy of
the complaint or claim and how it can be resolved.

This type of adjustment letter is intended as a response to a

customer claim or complaint letter, written by a
representative of an organization or group
HOW TO DEAL WITH
ADJUSTMENT LETTERS:

If your business has received a claim letter from a customer,

you should handle your response diplomatically and with
the appropriate “you attitude” to repair or prevent damage
to your reputation quickly and effectively. Even if a
complaint can't be resolved to the customer's satisfaction
or you have to deliver bad news, you still want to be
positive and professional.

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PURPOSE OF THE
ADJUSTMENT
LETTER:

The purpose of an adjustment letter is Alfredo

Torres
to acknowledge a complaint or
request, provide an explanation or
resolution, and ensure customer or
stakeholder satisfaction.
 FORMAT ADJUSTMENT LETTER

HEADER BODY CLOSING

Name Dear Recipient Subscription
Address First Paragraph Signature
Date Second Paragraph First Name Last
Recipient’s Name Third Paragraph Name
Recipient’s Address
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How to write a letter of adjustment:

- Organise 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.
- Drafting: Drafting is the rough copy of your letter. It is open to mistakes and
editing.
- Admit your Mistake and make Prompt Rectification: Once it has been established
that your client is actually a victim, initiate an instant rectification process.
- Maintain a Positive Tone: Adjustment letter with an adjusted tone towards
positive attitude works both ways.
- Use Diplomatic Language: It comes across many times that clients are not right.
 Page 04

How to write a letter of adjustment:

- 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.
- Personal Touch: Personal touch doesn’t mean getting intimate with the client. It
means making the client comfortable and giving him the respect.
- 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.
- Proofreading: Check your grammar, spellings, sentence formation and structure.
Check the accuracy, clarity and a sense of completeness of your paragraphs.
SAMPLE
ADJUSTMENT
LETTER
FUNCTION OF THE
REPLY LETTER:

A reply letter serves to provide Alfredo

Torres

answers, information, or responses

to questions, requests, or problems
raised by other parties.
FORMAT COMPONENTS IN A REPLY LETTER:

1. Date
2. Recipient Address
3. Salutation
4. Initial Letter Receipt Acknowledgment
FORMAT COMPONENTS IN A REPLY LETTER:

1. Date
2. Recipient Address
3. Salutation
4. Initial Letter Receipt Acknowledgment
5. Answer or Response
6. Additional Explanation (if needed)
7. Additional Requests (if necessary):
8. Contact Information
9. Closing
10. Attachments (if any)
SAMPLE
REPLY
LETTER
THANK YOU
Any Question?