Common Types of Letters 2 Adjustment Letter. Reply to the complaint No set content for such letter Be careful—further action Whose fault.

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Presentation transcript:

Common Types of Letters 2 Adjustment Letter

Reply to the complaint No set content for such letter Be careful—further action Whose fault

Adjustment Letter Purpose To show you have considered the complaint seriously To sooth the complainant’s anger, disappointment etc To offer redress that will be acceptable to both parties To keep a positive relationship—good will, future oriented communication

Adjustment Letter Audience Request be taken seriously Resistance to avoid responsibility May be cynical about such apologies Motivation for your offer

Adjustment Letter Part 1-Context Acknowledgement of receipt Understanding the complaint Expression of regret Briefly reconfirm the details Apologies—gracefully

Adjustment Letter Part 2-Explanation Results of an investigation—why the problem occurred Redress/ remedial step Don’t blame others Origin of the error Don’t show your anger/ resentment

Adjustment Letter Part 3-Close Apologize again Assurance of non-occurance Show optimism Save the relation—good will

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