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Common Types of Letters 2

Common Types of Letters 2. Adjustment Letter. 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

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Common Types of Letters 2

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  1. Common Types of Letters 2 Adjustment Letter

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

  3. 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

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

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

  6. 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

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

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