When you compose a complaint letter about a billing error, it is important that you keep in mind that these errors or mistakes made may not have been intentional.

Do you know of a business that wants to send out erroneous billing to their customers? Probably not, and because most of these businesses want to address their customer’s complaints, it is necessary that you come up with a polite yet firm complaint letter. Here is an example:

SAMPLE LETTER

April 25, 2010

To: ABC Clothing Company
459 South West Main Street
Chicago, IL 65432

From: Matilde Thomas
123 North East Rosewood Street
Chicago, IL 65432

Dear Sales Manager,

On the morning of April 11, 2010, I browsed thru your website and found items I decided to purchase via the Internet.

The total amount of the discounted items I purchased was $127.00 and I settled the payment using my credit card. It was just two days ago when I received my latest credit card bill which shows that I was charged $204 for the items. It is obvious that an error has occurred while processing my bill.

The reference number for the said transaction is 57784200014 and is comprised of the following items:

1. 2 pcs. of medium-sized tunic tops (Model # 11457)
2. 1 pc. of gladiator sandals in size 7 (Model# 58741)

These items were billed to my account on April 11. I have attached a copy of my recent credit card statement, as well as the copy of the transaction report. It can serve as your reference as I require you to immediately make a refund for the erroneous billing.

I look forward to hearing from you regarding the resolution of this problem. Please contact me anytime at 872-7777.

Sincerely Yours,
Matilde Thomas