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The Adjustment Letter For Complaint is a crucial business communication tool used in South Africa when responding to formal customer grievances. It is typically issued following the receipt and investigation of a customer complaint, serving as an official response that outlines specific remedial actions, adjustments, or compensation being offered. The document must comply with South African consumer protection legislation, particularly the Consumer Protection Act 68 of 2008, while maintaining professional standards in business communication. It includes essential elements such as complaint acknowledgment, investigation findings, specific adjustment details, and implementation timelines. This type of letter is particularly important in maintaining customer relationships and demonstrating the company's commitment to resolution while protecting both parties' interests within the legal framework.

1. Letter Header: Company letterhead, date, reference number, and recipient's contact details

2. Subject Line: Clear indication that this is an adjustment letter in response to a specific complaint

3. Complaint Reference: Reference to the original complaint details including date received and complaint number

4. Acknowledgment: Professional acknowledgment of the complaint and appreciation for bringing the matter to attention

5. Investigation Summary: Brief overview of the investigation process and findings

6. Adjustment Details: Clear explanation of the adjustment or resolution being offered

7. Implementation Timeline: Specific timeframe for when the adjustment will be processed

8. Closing Statement: Apology if warranted, commitment to customer service, and future prevention measures

9. Contact Information: Details for follow-up questions or concerns

10. Signature Block: Name, title, and signature of the authorized representative