Tutorial for “Inform a Customer of an Overpayment”

Tips

This brief but important letter notifies a customer that he or she has overpaid you. It can serve as a very good customer relations letter. Avoid any hint of criticism.

Steps

1. Carefully explain how much the customer has overpaid.

Sentences

  • We recently received your check #719 for $230.00. This is an overpayment of $100 on the 13 June invoice.
  • We think you will be pleased to know that you have overpaid us.
  • Your bill for the month of September has been overpaid. We apologize for overcharging you $20.00 for that month.
  • Enclosed is your check #281. Our records show that you already paid your February bill.
  • Thank you for your prompt payment of $561.81. Although our billing invoice showed that amount due, you are entitled to a 3% discount for sending your payment within ten days of receiving the bill.
  • We appreciate your payment of $195.00; however, we have adjusted our rates. Because the amount due was $155.00, you have a credit balance of $40.00.

Phrases

  • apologize for our
  • apparently you paid
  • appears to be an error in
  • appreciate your payment of
  • are not liable for
  • are entitled to a discount
  • enclosed is your check
  • have overpaid us
  • is an overpayment of
  • mistakenly overcharged you
  • neglected to deduct
  • omitted to credit you with
  • our statement showed
  • received your check for
  • regret any inconvenience
  • resulting in an overpayment
  • should have been deducted from
  • thank you for your payment of
  • the enclosed invoice reflects
  • the amount you owed was
  • your prompt payment of

2. Inform the client how you plan to correct the error.

Sentences

  • Unless you inform us otherwise, we will credit your account with the difference.
  • We have credited your account $25.95 to correct this error.
  • Enclosed is a refund check for that amount.
  • Enclosed is a check for $30.00 to cover the amount overpaid.
  • We are sorry for any inconvenience that our over billing may have caused you. We have already credited the $57.17 to your account. Your next statement will reflect that correction.
  • Please let us know at your earliest convenience if you would rather have the $87.00 credited to your account or receive a refund check.
  • Since you plan to close for the holidays, we have returned your check #291 for $284.00, instead of crediting your account.
  • I have enclosed the $15.29 that you overpaid for my services.
  • According to company policy, I have credited your account with the extra $91.00. If you would like us to handle this overpayment differently, please let me know and I will be happy to comply.

Phrases

  • a corrected statement
  • according to company policy
  • am returning your check for
  • applied to your next order
  • can be applied toward
  • can either credit your account
  • check for the amount overpaid
  • credited to your account
  • enclosed is a refund check
  • have enclosed the
  • if you would rather
  • next statement will reflect
  • prefer to have a check
  • send us the proper amount within
  • sent directly to you
  • sorry for any inconvenience
  • to correct this error
  • unless you desire otherwise
  • will credit your account
  • with the difference
  • your next purchase
  • your next statement will

3. Offer additional service.

Sentences

  • If I can assist you further, contact me at 555-5555.
  • We appreciate your business. Let us know if we can make the payment process easier for you.
  • Thank you for your prompt and consistent payments. Let me know if you have any questions.
  • If you have any questions, please feel free to call 555-5555 to speak with one of our customer service representatives.
  • If we can be of further service, please call our office at 555-5555, or write to the address shown in our letterhead.
  • I will be happy to answer any questions you may have about our billing processes.
  • Enclosed is a copy of our billing guidelines and procedures. I hope you will find it useful.

Phrases

  • always a pleasure to
  • appreciate your business
  • be of further service
  • can contact me at
  • don't hesitate to call
  • enclosed is a copy of
  • if you have any questions
  • if we can assist you further
  • in the future
  • in any way we can
  • let us know if
  • please feel free to
  • regarding our billing process
  • regarding this matter
  • thank you for
  • to answer any questions
  • value your account
  • will be happy to
  • write to the address shown
  • your prompt and consistent payments
  • your revised statement

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