Adjustments

Examples for all types of Adjustment and Claim Letters

Examples for the request the adjustment and claim, claim rejection, claim approval and asking for additional information against the requested claim and adjustment
Adjustments — Comments Off on Examples of Adjustment, Claim and Order Letter
21
Nov 10

Examples of Adjustment, Claim and Order Letter

Example 1: Adjustment And Claim Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

To Whom It May Concern:

Our July 1997 Corporate Visa account has a number of unauthorized charges. Only Jane Liverton and I, Florence Bridges, use the account and we must jointly authorize the purchases. Neither Jane nor myself have any record of the purchases outlined below. The card is still in our possession and, to our knowledge, has not been made available to anyone else.

The following charges are unauthorized:

Date Name of Business Amount

6/6/97 Jade’s Plumbing $59.95
6/7/97 Office Right, Inc. $98.98
6/8/97 Paper Plus $69.95

We would appreciate credit for the above amounts and an investigation of these charges.

Sincerely,



Example 2: Requesting Adjustment to Account

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. White:

The floral arrangements you provided for our annual convention were beautiful. They remained fresh for the entire weekend. However, our contract called for 15 rose arrangements, but we received carnations instead. We had no time to request a correction due to the hectic nature of the convention.

Furthermore, we were charged for the roses. Since it was your error, please adjust our bill to the price of the actual product received.

Thank you for your assistance and the beautiful arrangements of carnations.

Sincerely,

Example 3: Adjustment Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hancock:

On December 11, 1996, we ordered 2,500 baseball caps with our company logo. The logo is distorted on 1,000 of the caps. A sample is enclosed for your inspection. The remaining 1,500 caps are fine.

We wish to have these caps replaced. We will be happy to arrange for shipping for the defective caps, at your expense, of course. Please let me know how you wish to proceed as soon as possible.

Your prompt attention to this matter will be appreciated. We would like to put a cap on this matter by February 11. Thank you.

Sincerely,



Example 4: Format of Adjustment & Claim Letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Murphy,

I recently hired your service to clean 15 offices and three waiting areas on a daily basis. To date, your service has been unacceptable. Several offices have been neglected despite reminders and detailed instructions. In addition, those areas that were cleaned were done poorly.

Please credit our account for the 10 days of service we have received and cancel our contract for the remainder of the summer.

Sincerely,

Example 5: Letter of Adjustment & Claim

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Teller:

Per our telephone conversation on Monday, June 8th, the computer simulation does not meet the specifications of our contract. We extended the deadline to allow adjustments; however, as of the above date, we have not received the modifications.

The full-scale simulation promised per our contract is less useful now. Our clients needed the information last week in order to complete their projects.

We are still interested in receiving the completed product; however, we are requesting an adjustment of 40 percent of the original cost for our loss of profit.

Sincerely,

Adjustments — Comments Off on Sample letter for Requesting to Additional Information
21
Nov 10

Sample letter for Requesting to Additional Information

Example 1: Examples of requesting information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Hennings:

You paid for plumbing repairs in the B wing of Southside Offices which did not occur.  The maintenance department did not answer your call due to a secretarial error.  We apologize for this mistake and will complete the repairs by Friday.

However, we do require some additional information from you:

1.  A detailed explanation of the problem.
2.  A dated copy of the written notification to the maintenance manager.
3.  A copy of  your receipt.

We regret any inconvenience this may have caused. Upon receipt of the above information,  we will be happy to credit your account accordingly.

Sincerely,



Example 2: Adjustment letter sample

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Hayes:

Your housekeeping department reported items missing from the May 15 laundry delivery. Please accept our sincere apologies. We will be happy to credit your account for these items; however, we will need the following information.

1. A complete description of the missing items.
2. The date our cleaning service picked up these items.
3. A receipt of the payment.
4. An estimated cost of the items.

We will remedy this situation as soon as possible. Your satisfaction and continued patronage is important to us.

Sincerely,

Example 3: Letter for requesting to additional information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Turner:

Recently, you requested credit for incomplete services at one of our body shops. We will need the sales receipt and a description of the services. We also ask that you take your car to one of our locations for a complete inspection.

We want our customers to be completely satisfied. Therefore, after receiving the above information and reviewing the inspection report, I will personally guarantee that either you will receive a refund or your car will be repaired according to your satisfaction.

Please accept our apologies and thank you for your patience in this matter.

Sincerely,



Example 4: Requesting to Additional Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Prescott Employees:

We have been advised of adjustments in our hospitalization coverage that will lower the monthly rates. These changes will result in a monthly reduction of $12.50.

Before these changes can be made, each employee must sign the enclosed document which reflects knowledge and approval of the requests. The document should include your individual policy number as well as the account number of Prescott, Inc. Once this information is received, we will adjust the coverage and the monthly rates.

Thank you for allowing us to be your medical provider. Please call (800) 555-5555 if you have any questions or concerns.

Sincerely,

Example 5: Requesting to Additional Information

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Lucinde:

Thank you for calling our attention to the mistake made in the March 6 shipment. We understand that four boxes of paper products, towels, plates, and cups, were missing.

Four replacement boxes were shipped to you this morning. Please provide us with copies of your original purchase order and invoice so that we may properly adjust your account.

We apologize for the error and the inconvenience.

Sincerely,

Adjustments — Comments Off on Example Letters for Rejection of Claim And Replying Negatively for Adjustment
21
Nov 10

Example Letters for Rejection of Claim And Replying Negatively for Adjustment

Guidelines and Alternate Phrases

Share some of the blame for the problem, if possible.

  • Our salespeople are told to emphasize the importance of following the instructions. Apparently, Mr. Smith did not follow through with that directive.
  • Although we try in every way possible to make sure the warranty terms are clearly understood, evidently we failed in this case.
  • I should have reminded you as soon as I knew there might be a problem.
  • Perhaps I should have phoned you personally to tell you of the situation rather than conveying the details to your assistant.

Tell briefly and positively how the mistake occurred.

  • We are led to believe that the weather damage occurred after delivery to your site since no other explanations have been forwarded. Can you provide any documentation that the problem was ours? If so, please write again. We show that Mr. Brown signed for the merchandise on June 10. Could the damage have occurred after this time?

State tactfully what you can and cannot do about the misunderstanding. Be simple and clear.

  • We cannot replace the equipment, but we will be happy to repair it at a discount cost of $45. Please let us know what you want to do.
  • Since we cannot replace the item, please let us know what other actions you’d like us to take. Should we repair it and send you the bill, return the merchandise to you as it is, or simply discard it here?
  • Since the terms of the agreement were not met, we cannot offer the discount.
  • Although there is the temptation to make an exception in your case, that simply would not be fair to other customers.

Assume that the reader, once he/she understands the situation, will accept your position and continue the business relationship.

  • We trust that you will understand the reasons for our decision and that we can continue to serve you in the future.
  • I’m sorry we can’t help you with this particular request, but under the circumstances, I think you’ll agree with our position.
  • I’m sure you understand our plight in this matter. Thank you again for discussing the matter with us.
  • I think you will understand our position. If, however, there are other circumstances of which we’re unaware, please write again, and we will do whatever is appropriate then.
  • Thank you for giving us an opportunity to explain our situation and position to you.
  • We value your goodwill and want to continue doing business with you.
  • We value your business and want to continue to serve you in the future.
  • We look forward to your giving us another opportunity to serve you.




Example 1: Samples of replying negatively to adjustment letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mark:

We fully appreciate your patience and desire to work with us in resolving your colour print problems with the J267 printer. We regret the misunderstanding that leaves you without the $200 diskette that would enable your printer to function with the graphics program you purchased from Harborough Company.

Although we do have a contractual agreement to market Harborough’s graphics program, we have no legally acceptable way to provide you with the $200 diskette you need to make the printer work. We have made further calls and completed our research into the problem and have concluded, just as you did, that the special diskette is all you need to perform your printing tasks.

We realize this is an additional expenditure you had not planned on. However, we are sure you understand that we have no authority to offer you this diskette from Harborough.

Please let us know what other arrangements you are able to make with the graphics company. We are eager for you to produce the fine quality printing jobs that our printer can provide.

Sincerely,




Example 2: Claim Rejection Letter to Customer

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones:

We have received your request for an extension of your support on System 8888. We know how infuriating Murphy’s Law can be, and you must be experiencing that frustration just now—three weeks after the support ends, you have questions about a new application.

Our free support service provided with purchase must fall within a three-month period beginning with the date of installation of your CPU. Our records indicate an installation date at your site of May 5, 19—; therefore, we regret that your free support service expired August 5, 19—, just before you run into difficulties. If I’m wrong on these dates, please let me know immediately.

There is, of course, no problem in extending our support service to you for any length of time you desire. I’ve taken the liberty of enclosing an extension agreement in case you decide to do that.

Thank you for letting us serve you, and we have been happy to answer your computer questions during the past months.

We hope you’re enjoying the equipment and benefit from the increased productivity of your word processing staff.

Cordially,



Example 3: Reply Negatively

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Thatcher:

We received your letter asking us to investigate the overgrowth of pecan trees on your property and have looked into the matter.

Our inspector tells me that the trees to which you refer are not actually on our 10’ X 10’ regulator-station site but are instead actually located on your private property.

When such trees are cut down, there is always the possibility of damage to other above-ground structures. Therefore, as you can understand, we would not want to be responsible for possible damages to your property and have a policy that we cannot provide this tree-cutting service for private property owners.

As I’m sure you’ll agree, throughout the many years of our lease of the regulator-station site, we have always given special attention to its appearance and have kept it in very satisfactory condition. We regret that the overgrown trees have now affected the views of your kitchen window.

Attached is a list of companies in your area that can provide you with this tree-cutting service. I hope this is helpful.

Sincerely,

Example 4: Reply Negatively

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Mann:

Thank you for your recent purchase of Super Executive 10-key adding machines. You recently returned four machines due to a malfunction in the paper feeder. We will stand by our guarantee to replace the malfunctioning parts, but our policy does not allow credit for the cost of return shipping.

Enclosed is a copy of the guarantee. Please note the third paragraph which states that returns should be handled through the local Super Executive sales manager who arranges for a pick-up.

We regret the confusion and hope that we can continue to supply you with quality office equipment. If you have any further questions or problems, please contact your local Super Executive sales manager, Jack James, at (555) 434-3434.

Sincerely,

Example 5: Reply Negatively against claim

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Calhoun:

We are sorry to hear that you are dissatisfied with the four 135 Zoom Color Copiers you recently purchased. This model was designed for only the three primary colours. Despite its inability to capture the nuances of shades as more modern copiers can, you will find the X135 Zoom Color Copier to be a dependable office companion with a long life.

We regret that we are unable to comply with your request to credit your account for the full price of the copiers. These items were sold at a special clearance rate, and we do not give credits or refunds on clearance items. However, we will be happy to honour the service and maintenance agreement. Your satisfaction is important to us.

Sincerely,

Adjustments — 1 Comment
29
Oct 10

Replying Positively to Adjustment and Claim Approval Letter

Guidelines

Focus on the positive resolution of the problem.

Disarm the reader by admitting a cause for complaint, rather than glossing over the problem.

Explain briefly and positively how the mistake occurred.

  • Although we take great pride in our thorough methods for safe packing, someone apparently let this package slip by without the usual precaution.
  • Computers and people do make mistakes–both goofed this time.
  • I simply did not relay all the details to that department. Please accept my apology for that oversight.

Sound eager, not begrudging, to make the adjustment and regain the customer’s goodwill.

  • Thank you for bringing this to our attention.
  • You are right about our error. We are happy to…
  • We are very embarrassed. You must think we have to work really hard to mess up things so badly! We are doubly chagrined because you are a special customer, and we highly value your business. Please bear with us; we will get the order right this time and will do our best to improve our service to you.
  • When any company serves as many customers as we do, there will inevitably be errors from time to time. Nevertheless, even one is distressing, particularly when that customer is as good as you have been.
  • Thank you for pointing out the error  before it caused us even more problems.
  • Thank you for giving us an opportunity to correct the situation to your satisfaction.

Make an adjustment appropriate to the error. That is, don’t apologize profusely for a minor problem. Such effusiveness sounds insincere. Likewise, don’t gloss over serious errors; show appropriate concern and make amends.
Mention any safeguards you’ve taken to prevent a recurrence of the problem.
Reestablish rapport with the customer.  Assume all is well again



Example 1: Example of Adjustment – Replying Positively

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Smith:

We are pleased to tell you that we have rescinded our proposed changes to the mileage requirements for travel awards valid for use to and from Singapore. We have listened to our customers and are not too big to admit we have made a mistake. As a result, we can still offer the four first-class tickets you wanted to claim for your frequent-flyer mileage.

At the time you were denied those tickets, we had just recently made the decision to change our policy and had not received any feedback from customers. Consequently, we are happy you wrote again and gave us an opportunity to provide the extra tickets due to you under the old terms.

I know the delay in getting your tickets must have created some anxiety on your part about your planned family vacation, and we are sorry for the misunderstanding.

Please do have a nice, enjoyable vacation with these tickets. Thank you for choosing our airline for all your travel needs.

Cordially,

Example 2: Letter of Adjustment – Claim Approval

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. White:

We are pleased to inform you that the proper credits have been made to your corporate telephone account. Due to a clerical error, you were billed for services rendered to a similar number. Your next bill will reflect a credit of $412.50.

We regret the inconvenience and thank you for promptly bringing the matter to our attention. If you have any additional billing questions, please call our accounts receivable office at (800) 555-5555 begin_of_the_skype_highlighting              (800) 555-5555      end_of_the_skype_highlighting begin_of_the_skype_highlighting              (800) 555-5555      end_of_the_skype_highlighting.

Sincerely,



Example 3: Letter of Adjustment – Claim Adjustment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Dr. Jones:

Thank you for telling us about the inferior service you received from our employee, Jeanie Wilson. We regret she does not meet the high standards of Kleaning Wizards, Inc.

You are a valued customer. As such, we are going to credit your account next month for $212.00 which equals eight hours of cleaning.

Please call our customer service department if you have any other problems. Thank you for your continued patronage.

Sincerely,

Example 4: Letter of Adjustment – Positive Reply on Claim Approval

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Johnson:

We appreciate the letter concerning your February account. The confusion is due to the recent changes in our rates and billing policy.

Our new policy became effective last January; however, due to an error on our part, you did not receive notice of these changes. We apologize for this error and are enclosing a pamphlet explaining the new policy. These changes affect delivery services to rural areas, for packages under one pound, and monthly rates for daily pick-ups.

Since we failed to let you know about these changes, we will adjust your bill to reflect our original policy. The new rates will become effective for your company beginning next month.

Sincerely,

Example 5: Letter of Adjustment – Reply Positively

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Brock:

Thank you for sending us the list of discounted books offered by our competitor, TNT Book Distributors. As we have promised our customers, we will not be undersold; therefore, a refund check for $54. 87 from your last purchase is enclosed.

Thank you for allowing us to continue to give our customers quality books at discount prices.

Sincerely,



Example 6: Letter of Adjustment – Claim Approval

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Murphy:

Thank you for your recent purchase of Deluxe office chairs. We regret you had to return two of the chairs.

There is a defect in the adjustment rods of the model you purchased. As a result, all chairs with this feature are being recalled.

Two new chairs are being shipped to you, and a twenty-five dollar store certificate towards your next purchase is also on its way to you. We appreciate your letting us know about the problem.

Sincerely,

Example 7: Letter of Adjustment – Claim Approval

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. & Mrs. Wendel:

As you have requested, Golden Star Insurance will cancel your policy, effective March 3, 1997. We regret we can no longer serve you and your family.

The coverage premium has been pro-rated for this billing period. You will receive a refund of $142. 76.

We have enjoyed doing business with you. Please let us know if we can assist you in the future.

Sincerely,