Business Letter Writing

Adjustment & Other Social Correspondence

Module – 09
Dr. Tanu Shree Gulati
Sub Topics
• Adjustment Letters
Guidelines while writing Adjustment Letters
Elements of Adjustment Letters
Purpose of Adjustment Letter
Samples
• Letters of Order
• Dunning Letter
• Other Social Correspondence
Adjustment Letters
• Written in reply to claim letters
• According to Murphy and Hildebrandt, “An adjustment
letter is the reply to a complaint or claim letter”
• When seller or transportation authority writes letter in
response to the complaint or claim letter of the buyer, it
is known as adjustment letter
Adjustment Letters
• Adjustment letter can be called the ‘Letter of Regret’
• While writing adjustment letters you must have the
objective to:
-Satisfy your customer
- To safeguard the reputation of your organization
Elements of Adjustment Letters
• Body
• Complimentary closing
• Signature line
• Identification Initials
• Enclosure Reference
Elements of Adjustment Letters
• Letter head
• A letter head consists of:
• A name
• Address of a firm that sends a business letter
• Sometimes it may consist of:
• Address of branch of offices
• Telephone numbers of branch offices
• Names of CEO (usually printed on the top of the paper)
Elements of Adjustment Letters
• Date Line:
• It consists of date, month, year
• If there is no letter head, make sure to put the name of
the city before the date line
• Example:
• 23rd November, 2016 or November 23, 2016
Elements of Adjustment Letters
• Inside Address:
• It usually consists of 3 or 4 lines
• The name of a person
• Number, name of the street
• The mane of the city
• Example:
Mr. Hassan
1212 Gulshan Avenue
Dhaka
Elements of Adjustment Letters
• Attention Line:
• Business letters are usually addressed to companies than
to one person
• We want the letter directly delivered to a certain people
in a company
• Example:
Attention:
Miss Kohl
Elements of Adjustment Letters
• Salutation:
• British style:
• Example:
Dear Sir,

Dear Mr. Brown,

My dear Madam Zain

Elements of Adjustment Letters
• Subject Line:
• Subject Line is usually capitalized and/or underlined
• Example:
CHEAP CRUISE TO SCANDINAVIA
SCANDINAVIAN VACATION SCHEME
Elements of Adjustment Letters
• Body:
A good letter body should fulfil the following requirements:
Concise
No complex sentences
Use simple sentences
Systematic: Always put ideas in order from A to Z
Elements of Adjustment Letters
• Complimentary close:
• Complimentary closing usually consists of 2 lines:
Closing words/ phrases/expressions
Name of the firm
Elements of Adjustment Letters
• Signature Line:
• Business letter signature usually consists of:
• Signature of the person who writes the business letter

• Example:
Signature

Md. Hussain
Elements of Adjustment Letters
Identification Initials:

Identification Initials are usually used by large sized companies

for administrative purpose only

Example:
J.B.
The identification initials mean that the author is Jack Brown
Elements of Adjustment Letters
Reference:

The Enclosure Reference is usually shortened as Encl., Inc., or Incl.

Enclosures could be:
Price List
Collection Letter
Brochure
Invoice
Resume, etc
Purpose of Adjustment Letter
• Reference to the letter of complaint sent to you
(Orientation)
• Explanation for the cause of dissatisfaction. (Information)
• Statement of adjustment/s to be made. (Information)
• Buffer-showing that you understand the writer’s feelings
(Information)
• Attempt to maintain goodwill. (Action)
Tips to write Adjustment Letters
• Must be written in a diplomatic, tactful and positive manner
• Administer “Fairness” in ‘problem statement’ so as not to lose
goodwill
• Start the letter with a positive relationship factor
• Show appreciation for the letter received
• Be sympathetic to sender’s feeling
• Breaking of disappointing news to the claimant shouldn’t be
put bluntly
Tips to write Adjustment Letters
• Do not give misleading statements to create false hope
when refusing a request
• Do not refuse before reasons for refusal or denial have
been given
• Consideration and courtesy are exceptionally important
when granting an adjustment
• Remember the tone of the letter can either damage or
maintain goodwill
Samples of Adjustment Letters
Samples of Adjustment Letters
Social Correspondence
• Means of fulfilling social obligations
• Essential to maintain smooth and cordial relationship
• Create feelings of affiliation
• Have an air of ease and casualness
Social Correspondence Layout and
Format
• Heading
• Salutation (Greeting)
• Body
• Closing
• Signature
Types of Social Correspondence
• Congratulation letters
• Invitation letters
• Appreciation and Praise letters
• Condolence letters
• Recommendation letters
• Letters of requesting appointment
• Letters of gratitude