Letter of Adjustment in Reply to a Customer Complaint

Thank you for reaching out to us and expressing your concerns. We genuinely apologize for the inconvenience you experienced and are committed to resolving the issue promptly.

After thoroughly reviewing your complaint, we understand that the product/service did not meet your expectations due to [specific issue]. This is not the standard we strive for, and we are taking immediate steps to address the situation.

Here is what we are doing to resolve this matter:

1. Refund/Replacement: We are offering a full refund or a replacement for the product/service. Please let us know your preference so we can process it without delay.

2. Investigation and Improvement: Our team is investigating the root cause of the issue. We are also implementing additional quality checks to ensure that such problems do not occur in the future.

3. Compensation: As a token of our appreciation for your understanding and patience, we would like to offer you a [discount/gift card/free service/etc.]. We hope this gesture conveys our sincere apologies.

We value your feedback and are committed to improving our services. Your satisfaction is important to us, and we hope to have the opportunity to serve you better in the future.

If you have any further questions or concerns, please do not hesitate to contact us directly. Thank you for your understanding and continued support.

Sincerely, [Your Name] [Your Position] [Company Name] [Contact Information]