GUIDELINES
- This is a brief letter detailing an error that has occurred. Required details supporting the claim is sufficed. The letter should contain an explanation about the error and how you expect it to be rectified.
- Clearly explain the error.
- Mention what you expect the reader to do to correct the error. Include your planned course of action.
- End on a positive note.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
As indicated in our signed agreement, 70% of the visa fee will be refunded to me should my visa application be rejected. However, the amount of the check I got yesterday by mail covers only 50%. It could probably be just an oversight or simple miscalculation because from what I understand, the refund is not given by installment.
Nonetheless, I would appreciate if you could recheck your records and make amendments on my reimbursement. Thank you for your assistance.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Incorrect visa fees refund letter sample.
Further things to consider when writing miscellaneous letters to immigration offices
Miscellaneous Letters
Miscellaneous are letters that are sent in series to cover different situations related to business. Miscellaneous means "various types," and therefore, these are usually a group of letters. In most cases, miscellaneous are used to announce unpleasant news such as terminating or rejecting a business relationship, reminding people of unpaid balances, etc. The letters can also be regarding donations, job search, credit management, or even retaining professional advisors. The best example of miscellaneous is the collection letters.
When writing miscellaneous, you need to be careful not to hurt the relationship that exists between you and the recipient. Be polite even when you feel the recipient is delinquent. Be clear about all the facts and figures. If you are writing to ask for payment, for example, know the exact amount the recipient is supposed to pay. Do not overlook minor details such as making sure the recipient's name is written correctly or the date of the last payment. If you realize that the recipient has not responded to any of your previous letters, write the next letter in a more demanding way that compels him/her to respond. Always close these letters with a call to action.
Letters to Immigration Offices
Letters to immigration offices are letters sent to an office or department that deals with verification of documents for people entering a certain country. How you write your letter depends on what you want and which department you want. Maybe you want to apply for a work visa or request for an extension of a tourist visa. Perhaps you have basic questions regarding the country you want to visit. Whatever the reason, you need to explain for what purpose or in what context the letter is being written.
There are a few things you should keep in mind when writing letters to immigration offices. For starters, you need to type the letter on a computer using a recognized official or business format - a handwritten letter is hard to read and may not be given preference. Address the letter to the right person. Write a subject line to let the recipient know what the letter is about and why you are writing. Introduce yourself. Explain the reason for your letter. If there are any attachments, explain what they are. Close with a statement that explains what action you want the recipient to take in response to the letter.
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