- If you find any error in your business logs, write this letter immediately. Give all the necessary details, including dates and amounts of transactions. Your tone should be courteous. Include photocopies of all the relevant receipts, checks and invoices to avoid any delays. Don't attach originals.
- Tell about the billing error. Request correction or ask for more information in the first statement or the last paragraph.
- Mention anything that can help the reader in getting more information about the error. Write down the check numbers, amounts and attach the relevant photocopies.
- Ask for the reader's help in correcting the error.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am writing to inform you that my credit card bill just arrived today. Upon checking the details, though, I noticed that there is a charge in my account for an item that I have never purchased. If I am not mistaken, this transaction took place during the time when I reported my card as missing. I was assured that my card was already blocked at that time.
Could you kindly look into this matter and make sure that the necessary corrections are made to my account? Should you have any questions, I may be reached at 434-3434 during office hours. Thank you very much for your assistance!
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Ask correction of a billing error. Sample letter.
Further things to consider when writing request letters to banks
Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.
When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.
Letters to Banks
Letters to banks are letters sent specifically to the banks by their customers. The letters can be addressed to bank managers or any other relevant bank official, based on the situation at hand. There are various reasons why you may want to write a letter to the bank. The most common ones include to request for a new ATM card, to ask for funds transfer from one account to another, or to open or close an account. You can also write to inform the bank about a phone number or postal address change. In all these situations, letters to the bank must remain formal and professional.
Before writing letters to banks, you need to make sure that you have all the information the bank may need regarding your account. Use the standard business greetings. If you know the recipient's name, write to him/her by name. Mention the purpose of the letter. Provide all the necessary information such as account number, name, postal and email address, contact number, etc. as registered with the bank. Be specific and avoid writing the same thing twice. Keep the letter simple and concise. Wrap the letter up by calling the recipient to appropriate action.