Adjustment Letters

All Purpose Adjustment Letter

Write this type of letter for any situation in which you are adjusting something, such as a billing amount. You will likely need to modify this letter sample at least somewhat so that it most closely matches what you want to communicate. Include in your letter any pertinent details. Fill in the blank areas in the letter sample included here, and remove the blank lines from your letter. Information in brackets in the sample letter provides further instructions and prompts for you; delete this information before sending your letter.

[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]:

We are writing to notify you that we are adjusting ______________________ [bill, amount, etc.] as specified __________________________ [in recipient's correspondence, phone call, etc.]. This adjustment is effective as of __________________________ [date on which the adjustment takes effect, such as today's date or another date], and you will see this reflected _________________ [on your next bill, etc.].

Please contact us by calling ____________________.[phone number] or emailing __________________ [email address] if you have questions or need further information.