claims and adjustments
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While drafting a claims letter be factual, concise and exact in describing the problem. Choice of words need to be tactful in claim letters. Similarly, in a letter of complaint the letter should include clear description of mistake or inconvenience caused, the action to be taken by the supplier to lessen the inconvenience and request for adjustment or investigation. For more such innovative content on management studies, join WeSchool PGDM-DLP Program: http://bit.ly/ZEcPAcTRANSCRIPT
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Chapter 20
Claims and Adjustments
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Chapter 20
The Claim letter is written to get correction and adjustment. The spirit of
co-operation is useful in pointing out errors. Keep in mind the Cs of good letter writing; state the problem correctly and
clearly, and without exaggeration.
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Chapter 20
Be factual, concise and exact in describing the problem. Courtesy, resisting the temptations to accuse the seller of carelessness, negligence,
inefficiency and indifference to customers, firmness, emphasis, and insistence on your
rights without discourtesy, passive voice to talk of errors, choice of words tactfully are very
important in claim letters
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Chapter 20
1. Arrival of damaged goods2. Goods arrived not as per the order3. Gods not as per the specification given4. Quantity different from the order placed5. Delivery of goods at wrong place
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Chapter 20
6. Delayed delivery7. Work undertaken is unsatisfactory8. Defective or malfunctioning of the product9. Discourtesy from staff or shop or office10.Mistakes in a bill, or reminders for payments
after the payment already made.
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Chapter 20
You have power to get adjustments and
compensation. Consumer Protection Act, 1986 has made it possible for small consumers
to get compensation
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Chapter 20
The letter should include the Reference to the order, its date, number; clear
description of the mistake, inconvenience or loss caused, the action to be taken by the supplier to lessen the inconvenience; request for adjustment
or investigation
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Chapter 20
Attention and response to customers’complaints is an important part of customer service. The success of a business depends
on the satisfaction of the customers. It is important for the company to know whether
the customers are satisfied with its goods/services or not
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Chapter 20
Customer is the King; the letter must reflect the seller’s respect for the customer’s feelings and
needs. The adjustment letter must express regret for the inconvenience caused; explain why things went wrong, and what is being done speedily to put them right. You must be able to locate the
error, control and then forgive the error. Be helpful and sympathetic.
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Chapter 20
Use “You” attitude to get a favorable emotional response form the customers and remember that
loss of money is different from inconvenience suffered
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Chapter 20
•Don’t say “your complaint”, “yourclaim” etc.
•Don’t express surprise on learning of the customer’s dissatisfaction
•Don’t pass on the blame to someoneelse
•Don’t repeat any ugly details of a fault
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Chapter 20
•Don’t give any details of any confusionwhich might have lead to unsatisfactorywork
•Don’t sound unwillingly or patronizingwhen granting an adjustment
•Don’t try to explain a refusal•Don’t make a promise that a fault will
never occur again
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Chapter 20
Granting adjustment, Refusing adjustment, Offering a compromise, Apologizing for error when the damage cannot be right, Offering
to make adjustment on the assumption that the customer is dissatisfied, Stop-gap letter informing customer that the investigation
being made
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Chapter 20
An adjustment is granted when there is a fault in the execution of
the order or the goods are defective or damaged.
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Chapter 20
•Express regret and sympathy for the customer’s inconvenience
•State the adjustment being made and what is being doneto reduce the inconvenience
•Briefly explain the error and the stops taken to control it•Show appreciation of customer’s co-operation in
maintaining standards
The following points should be noted:
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Chapter 20
Take a positive attitude even when you are refusing something. Refusing and
adjustment means convincing the customer. You must willingly agree to render the service but explain why the
customer will have to pay for it.
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Chapter 20
•Express regret for the customer’s inconvenience•State what the investigation shows as cause of
the trouble•Politely explain that the customer must have the
cost of repair or replacement•Offer to repair and reassure the customer that
this trouble will be removed
The points to be noted are:
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Chapter 20
A compromise is offered when there is difference of opinion about the standard
of service or quality of goods, or when the cause of the complaints was outside
the control of either party, and not covered by insurance. It is done in order to maintain good relations and to avoid
litigation.
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Chapter 20
•Express regret that the customer has been inconvenienced
•Explain the cause of the grievance andstate the adjustment being offered
•Make effort to get the customer’sagreement
The points to be noted are:
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Chapter 20
Writing a letter of apology needs tact, sincerity and
humility.
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Chapter 20
•Express regret for the Customer’s inconvenience and thank him for pointingout the error
•Assure the customer that every care willbe taken to prevent such errors
•Request the customer to give the companyanother chance.
Points to be noted are:
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Chapter 20
It is done to try to regain a lost buyer. You can also make an offer to adjust any complaint as a part of the strategy to collect overdue
payments.
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Chapter 20
• Express regret that the customer’s orders have been missed for a period of time
• Ask for the reason for not buying• Offer to make satisfactory adjustment if thereis any grievance
• Persuade the customer to respond.
The points to be noted are:
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Chapter 20
It is essential to take immediate steps to reduce the customer’s
inconvenience, and to write tot the customer at once, informing him about
it.
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Chapter 20
• Express regret• Explain that the error is probably caused by a
third party and is looked into• Advice the customer if he has to take any action
and what he should do with the damagedconsignment.
The points to be noted are: