sample Letters
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Sample
[DATE, ex. Friday, February 10, 2006]
[NAME, COMPANY AND ADDRESS, ex.
Robert Brown
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]
Dear [NAME, ex. Robert Brown],
Thank you for your [STATE FORM OF COMMUNICATION, ex. telephone call yesterday], which prompted me to check our records. You are absolutely correct.
In error, we have over-billed you by $[AMOUNT] on invoice #[ INVOICE NUMBER]. [STATE NATURE OF ERROR, ex. Instead of charging you for the four units you ordered and were shipped to you, we charged you for five.] Please accept my apologies.
I have immediately nullified the incorrect invoice ([INVOICE NUMBER, ex. #A423F]) and issued you a new one as follows:
[LIST NEW INVOICE DETAILS, ex.
4 Magnaflux compressors @ $5,000 $20,000
Tax @ 5% 1,000
Total $21,000]
Let me assure you that I will personally inspect our invoices to you in the future to ensure that there will be no further errors. {STATE INCENTIVE, IN ANY, ex. Since I feel embarrassed over the matter, I will offer you a 5% discount on your next order.} Feel free to contact me at XXX-XXXX if there are any other issues you wish me to address.
Sincerely,
[YOUR NAME]