Inform a Customer of an Incorrect Payment Amount and Ask For the Balance • Letter Templates and Guide

Guide

1Call attention to the incorrect payment and state the amount still owed.
2Suggest a way for the customer to correct the error.
3Offer additional service.

Tips

This brief but important letter tells your customer about the error and suggests a way that he or she can correct it. Remember, the customer has most likely made an honest mistake, and so you must write the letter as if that were the case.

Example Letter #1

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Through an apparent oversight, your February payment was for $120.00 instead of $220.00, as indicated on the invoice. We have added the $100.00 difference to your March bill. If you wish to handle this differently, please contact our office at 555-5555. We value your business. If you have any questions, please let us know.

Example Letter #2

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We appreciate your recent payment of $50.00 on your account; however, the balance due was $75.00. Please correct this error by sending a check for the remaining amount of $25.00.

The Doe Corporation appreciates your business and your promptness in taking care of this matter. If you have questions about your account, please call Customer Service at 555-5555.

Example Letter #3

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I received your rent check for $675.00. You may have forgotten that as of this month the rent in your building was increased to $700. I certainly understand how this oversight might have occurred, so there will be no penalty if you send a check for the remaining $25.00 by December 15. Thank you.

Example Letter #4

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I received your payment of $55.00 for lawn services for the month of June. The $55.00 amount is indeed the usual charge, but on Saturday, June 9, I sprayed the front and back lawns for weeds, per your request, for an additional charge of $20.00. Unless you specify otherwise, I will simply add this $20.00 charge onto next month's billing. Please call me at 555-5555 if you have any questions about my billing.