Final answer:
An effective adjustment letter should express empathy, offer a solution, and assure the recipient of improved service. Start by acknowledging the customer's issue, propose a specific rectifying action like a replacement or refund, and conclude with an apology and commitment to quality.
Step-by-step explanation:
When rewriting an adjustment letter to convey a professional and affirmative response, it is important to address the customer's concerns directly and offer a specific solution. An effective adjustment letter to Mr. Smith would start by expressing understanding and empathy towards his situation.
It should then affirmatively state the company's intention to rectify the issue (such as offering a replacement or refund), detail the next steps Mr. Smith should expect, and end with a sincere apology and reassurance of better service in the future.
Here is an example of how the revised letter might look:
Dear Mr. Smith,
We were concerned to hear about your dissatisfaction with the suit you recently purchased. Please accept our sincerest apologies for any inconvenience this may have caused. We take pride in the quality of our garments and are committed to ensuring our customers' satisfaction.
We would like to offer a replacement suit of your choice or a full refund as a gesture of our commitment to customer service. Please visit our store at your earliest convenience so that we may assist you in this matter. We value your patronage and look forward to the opportunity to serve you better.
Thank you for bringing this matter to our attention.
Sincerely,
The Customer Service Team