1. State the problem with clarity and do not blame or threaten in the first letter. If the problem is not getting resolved, follow up with consequent letters. In the further proceedings mention the course of action that you have planned. But make sure you have decided to take further action to resolve the problem.
  2. State the exact reason for disagreement.
  3. Provide necessary proof to support your point of view.
  4. Mention the expected result of your plan of action. Include the course of action that you plan to take up.
  5. End the letter by mentioning the advantages of agreement of a solution. Express your confidence in it.


[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],

Much to my surprise, I received a letter of insufficient funds in the mail today. I immediately went to check my records. The alleged day of discrepancy was Monday, October 9th. I made a deposit on that morning at 10 am, clearly before the 3 o'clock close of business.

I would like to set up a time with the bank manager to show him my deposit slip and to recoup the fees that were incorrectly charged to my account.

It is the second time your bank has made such a mistake. The first time I had to negotiate to get the fees back even though the bank acknowledged their mistake. I am sure that will not be the case this time.

I look forward to our meeting, and I trust that I will not have this problem again.


[Senders Name]
[Senders Title] -Optional-

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