The Adjustment Letter For Complaint is a crucial business document used in the Indonesian market to formally address and resolve customer grievances. It is typically issued when a company needs to respond to a formal complaint and propose specific adjustments or solutions. The document must comply with Indonesian consumer protection laws, particularly Law No. 8 of 1999 on Consumer Protection (UUPK), and follow proper business correspondence protocols. This letter serves multiple purposes: it acknowledges the receipt of the complaint, documents the company's investigation findings, outlines proposed resolutions, and maintains a formal record of the company's response. The document is particularly important in situations where legal compliance needs to be demonstrated or when the resolution involves financial adjustments or service modifications.
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1. Letter Header: Company letterhead, date, reference number, and recipient's complete address
2. Subject Line: Clear indication that this is an adjustment letter in response to a specific complaint
3. Reference to Original Complaint: Citation of the original complaint reference number and date received
4. Acknowledgment: Formal acknowledgment of the complaint and appreciation for bringing the matter to attention
5. Issue Summary: Brief but accurate summary of the complaint and the issues raised
6. Investigation Results: Summary of findings from the investigation of the complaint
7. Proposed Resolution: Clear statement of the adjustment or resolution being offered
8. Implementation Details: Specific steps and timeline for implementing the proposed resolution
9. Closing: Professional closing with apology if appropriate and commitment to customer satisfaction
10. Signature Block: Name, title, and contact information of the authorized representative
1. Technical Analysis: Detailed technical explanation when the complaint involves product specifications or technical issues
2. Financial Adjustment Details: Breakdown of any financial compensations or adjustments being offered
3. Preventive Measures: Description of steps being taken to prevent similar issues in the future
4. Legal Disclaimers: Any necessary legal statements or reservations, particularly for significant adjustments
5. Quality Assurance Statement: Details about quality control measures when complaint relates to product quality
1. Calculation Sheet: Detailed calculations for any financial adjustments or compensations
2. Incident Report: Detailed report of the investigation findings and analysis
3. Supporting Documents: Copies of relevant documents referenced in the letter
4. Product Analysis Report: Technical report if the complaint involves product testing or analysis
5. Implementation Timeline: Detailed schedule for implementing complex resolutions
Relevant legal definitions
Clauses
Relevant Industries
Retail
Manufacturing
E-commerce
Financial Services
Telecommunications
Consumer Goods
Professional Services
Healthcare
Hospitality
Technology
Transportation
Construction
Food and Beverage
Relevant Teams
Customer Service
Legal Affairs
Quality Assurance
Operations
Compliance
Risk Management
Public Relations
Customer Experience
Corporate Communications
Product Management
Relevant Roles
Customer Service Manager
Legal Counsel
Quality Assurance Manager
Operations Director
Customer Experience Officer
Compliance Officer
Department Head
General Manager
Public Relations Manager
Customer Relations Executive
Legal Affairs Manager
Risk Management Officer
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