Sample letter to request correction of a double billing


  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.


[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 express my concern over the double-billing error in my gym membership account. If I am not mistaken, I should be charged $150 every end of the month. The amount is automatically paid for via my credit card. However, I noticed in last month's billing that I was charged twice for the same month. Could you please make the necessary corrections and ensure that the amount charged is returned to me as soon as possible? If this is too complicated, then perhaps we can carry over the extra amount to next month's billing. I would appreciate an update on this concern as soon as possible. Thank you very much.


[Senders Name]
[Senders Title] -Optional-

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