GUIDELINES

  1. 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.
  2. Tell about the billing error. Request correction or ask for more information in the first statement or the last paragraph.
  3. 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.
  4. Ask for the reader's help in correcting the error.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[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!

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -