Three sample Error letters to a client who sent the wrong cheque, the tone and approach vary to suit different communication styles. Each letter begins by expressing gratitude for the client’s prompt payment while addressing the observed discrepancy in the cheque amount. The letters emphasize understanding, highlighting the possibility of oversight and inviting the client’s cooperation in promptly resolving the issue. Contact information for the accounts department is provided for clarification or assistance. The overall tone ranges from diplomatic and formal to firm yet polite, and friendly with appreciation, depending on the desired approach in communicating with the client.
Here are three sample letters that you can use as a template to address a client who sent the wrong cheque.
Letter 1: Diplomatic Approach
[Your Company Name]
[Your Company Address]
[Date]
[Client’s Name] [Client’s Company Name] [Client’s Address]
Dear [Client’s Name],
I trust this letter finds you well. We appreciate your prompt response in remitting payment for Invoice #[Invoice Number]. However, upon reviewing the cheque received, we noticed a discrepancy.
It seems there might have been an oversight, as the cheque amount does not match the invoiced amount. We understand that mistakes can happen, and we would appreciate your assistance in resolving this matter promptly.
Kindly review the invoice and provide us with the correct payment at your earliest convenience. If there are any concerns or discrepancies on your end, please do not hesitate to contact our accounts department at [Your Contact Number] or [Your Email Address].
Thank you for your attention to this matter, and we look forward to your prompt resolution.
Sincerely,
[Your Full Name]
[Your Title]
[Your Company]
Letter 2: Firm Reminder
[Your Company Name]
[Your Company Address]
[Date]
[Client’s Name] [Client’s Company Name] [Client’s Address]
Dear [Client’s Name],
I hope this letter reaches you in good health. We acknowledge the receipt of your recent payment for Invoice #[Invoice Number]. However, upon processing the cheque, we observed a discrepancy in the amount.
It appears there might have been an error in the payment amount provided. To avoid any disruption in our services, we kindly request you to rectify this issue by submitting the correct payment at your earliest convenience.
Should you require any clarification or assistance, please do not hesitate to contact our accounts department at [Your Contact Number] or [Your Email Address].
Your prompt attention to this matter is appreciated.
Best Regards,
[Your Full Name]
[Your Title]
[Your Company]
Letter 3: Friendly Reminder with Appreciation
[Your Company Name]
[Your Company Address]
[Date]
[Client’s Name] [Client’s Company Name] [Client’s Address]
Dear [Client’s Name],
I hope this letter finds you well. We extend our gratitude for your recent payment toward Invoice #[Invoice Number]. Your promptness is greatly appreciated.
However, upon reviewing the payment, we noticed a discrepancy in the amount received. It seems there might have been a slight oversight. We understand that these things happen, and we are confident that we can quickly resolve this matter together.
Could you please review the invoice and send the correct payment at your earliest convenience? If you have any questions or concerns, feel free to reach out to our accounts department at [Your Contact Number] or [Your Email Address].
Thank you for your understanding and cooperation. We value our partnership and look forward to a swift resolution.
Warm Regards,
[Your Full Name]
[Your Title]
[Your Company]