sample Letters

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Apology For Error On Our Statement: Response To Letter From Customer

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 letter of [DATE, ex. June 10]; you are absolutely correct and we owe you an explanation for our error.

[GIVE EXPLANATION, ex. Indeed, your payment was received in a timely manner. However, our data entry personnel made an error when keying the date of receipt.] [STATE WHAT WILL HAPPEN TO ACCOUNT AND STATE NEW BALANCE, ex. Your account has been credited $52.20, leaving a balance of $1,023.43 due.]

Please accept my apologies. We will take every effort to ensure that such error does not recur.

Sincerely,

[YOUR NAME]