Adjustment Letters

Credit Adjustment Letter

Write this type of letter when you are notifying the letter recipient about an adjustment pertaining to a credit, such as a credit that will be sent to the customer after he or she received a defective product. Include in your letter any pertinent details, such as the amount of the adjustment and the reason for it. Also, mention whether the adjustment will appear on a particular billing statement and whether the recipient needs to do anything else in order for the adjustment to take effect.

[Your letterhead, if desired; if not, your return address]

[Date of letter—month, day, and year]

[Recipient's first and last names]
[Company name]
[Street or P.O. box address]
[City, State ZIP code]

Dear [recipient's name]:

Thank you for contacting our customer service department recently regarding the defective water filtration system that you ordered and received from our company. Per our telephone conversation with you, we will issue a credit in the amount of $135.89 to the credit card that you used to pay for the water filtration system. This credit will be applied within the next three business days.

We apologize that this product was defective, and we hope to serve you again sometime in the future. Please do not hesitate to contact us if you need additional assistance from our customer service department. We thank you for your business.