Billing Error Apology Letter
June 8th, 2010 | Published in Apology Letter
An invoice or billing contains the details of an order. It indicates the amount your clients have to pay so there must be 100% accuracy. When any mistake is committed you have to immediately check your record. If the cause of discrepancy points to your company, a letter of apology will be necessary in order to keep the loyalty of your clients.
An apology letter for an invoice or billing error is necessary to show your clients that you are willing to take responsibility for any incident that may come beyond their control. Customers will not stay long with a company whose invoices and billings demonstrate carelessness. An apology letter is a curative method to help you patch things up.
Sample Letter #1
From:
Parker How
123 Park Avenue
Pneuma, New Mexico 00022
222-555-1000
To:
Oscar Rockefellow
321 42nd Avenue
Pneuma, New Mexico 00022
Dear Mr. Rockefellow,
Your complaint regarding the error in the supplies invoice has reached our department. We investigated the matter and found out that the discrepancy was a typographical error.
We are sorry for the worries this mistake has caused you. Please disregard the invoice you have, we will send you a corrected invoice copy immediately. Before delivering the invoice to you, I will personally check the accuracy of the orders stated therein to avoid any future misunderstanding.
Thank you for your patience and understanding. We look forward to serving you in the years to come.
Thurston How
Sample Letter #2
From:
Parker How
123 Park Avenue
Pneuma, New Mexico 00022
222-555-1000
To:
Oscar Rockefellow
321 42nd Avenue
Pneuma, New Mexico 00022
Dear Mr. Rockefellow,
Please accept our sincerest apology for not being able to reflect on your billing statement the payments you had made for the month of April. We regret that this error has caused you worries and headaches.
We are at present improving our automated system. Until it is fully operational, the system is subject to certain limitations, which we try to minimize. But you don’t have to worry because the advancement program is already at its final stage. We assure you that error in your billing will not happen again.
Upon verification with our records, you should have been billed only $300 due on May 25th. As a way to show our apology, we are giving you another week following the receipt of your corrected billing make your payment.
Thank you for your patience and understanding.
Thurston How