unit_3_letter_of_adjustment.doc

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UNIT 3

The Letter of Adjustment

I. Model Letter of Adjustment

Read the following letter of adjustment. Can you refer to the complaint which the

letter below tries to adjust?

Mapvertise

171, Choi Hung Road

Hung Hom

Hong Kong

Tel/Fax 2235 2449

www.mapvertise.com.hk

25 November 2005

Mr. J. Wong

Fortune Tours

317, Orchard Road

Singapore

Dear Mr Wong

Order No. 2638/L

May we present our most sincere apologies for the error made by our company No. 2638/L,dated Friday, 4 November 2005.

You ordered 12,000 tourist maps of Singapore and our dispatch office sent 1,200. This was due

to a typing error. To prevent re-occurrences we have set up a verification procedure.

The balance of 10,800 maps was dispatched by express courier to you this morning and will

arrive by Monday, 28 November 2005.

Since we value your business, we would like to offer you a 5% discount off your next order

with us.

We look forward to receiving your further orders and assure you that they will be filled

correctly.

Yours sincerely

David Choi

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II. Observation to be taken into consideration when writing a letter of

AdjustmentLeft is for block style.

Date position: The date should go between the addresses.

Date format: 25 November 2005. This format is unambiguous.

Salutation: Dear Mr Wong .

Subject heading: Order No. 2638/L.

Paragraph style: block . Block style is modern business style.

Apology: Please accept our apologies for .

Problem 1: the error made by our company.

Problem 2: in filling your order .

Original order: You ordered 12,000 tourist maps of Singapore.

Goods sent: and our dispatch office sent 1,200.

Cause of error: This was due to a typing error .

Prevention: To prevent re-occurrences we have set up a verification procedure . A verification

procedure sounds as if it might solve the problem, and shows that you have tried to improve

your service.

Solution 1: The balance of 10,800 maps was dispatched by express courier to you this morning .

This is concise.

Solution 2: and will arrive by Monday, 28 November 2005. will shows that you are certain and

you are making a promise.

Compensation: Since we value your business, we would like to offer you a 5% discount off your

next order with us. The compensation you offer will depend on many factors, such as the

chance of loosing the customer, your profit margin and your company policy. Lower

percentages are better.

Look forward: We look forward to receiving your further orders.

Assurance: and assure you that they will be filled promptly . The order was filled promptly, this

is not the problem.Polite ending: Yours sincerely.

Job title: Distributions Manager .

III. Writing Task

After attentively anlysing the letters of adjustments above, write a letter of adjustment meant to

solve the complaints in UNIT 2.

http://elc.polyu.edu.hk/CILL/eiw/adjustment_letter_constructor.htm

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