Contra Costa California Sample Letter for Return of Overpayment to Client

• Category: Letters - Legal - Corporations
• State: Multi-State
• County: Contra Costa
• Control #: US-0041LTR
• Format: Word; Rich Text

Description

This form is a sample letter in Word format covering the subject matter of the title of the form. Dear [Client’s Name], I hope this letter finds you in good health. I am writing to inform you that our records indicate you have made an overpayment on your recent invoice [invoice number]. We value your business and strive for transparency and fairness in all our financial transactions. As a result, we endeavor to rectify any imbalances promptly and efficiently. Upon reviewing our accounting system, we identified an overpayment in the amount of [overpayment amount]. We sincerely apologize for any inconvenience this may have caused you. To ensure proper bookkeeping and maintain the integrity of our financial records, we kindly request your assistance in facilitating the return of this overpayment. In order to process the refund, we kindly ask you to provide us with your preferred method of reimbursement. Please choose from one of the following options: 1. Crediting the overpaid amount towards your future invoices: — This option allows you to deduct the overpaid amount from your next invoice(s). — We will apply the overpayment towards your outstanding balance, ultimately reducing any future payments due. — If you choose this option, please provide us with your consent by signing and returning the attached form. 2. Issuing a refund check: — We will promptly prepare and mail a refund check to the address on file. — Please verify that your mailing address is up to date, and if necessary, provide us with any necessary changes. Please indicate your preferred option by responding to this letter or contacting our accounting department within [number of days] days from the date of this notification. If we do not receive a response within this timeframe, we will assume that option #2, issuing a refund check, is your preferred choice. Please be assured that we will take all necessary measures to complete the reimbursement process as soon as possible. We appreciate your patience and understanding while we address this matter in a timely manner. If you have any questions or require further assistance, please do not hesitate to contact our accounting department at [phone number] or by email at [email address]. Again, we apologize for any inconvenience caused and appreciate your cooperation in resolving this matter promptly. Thank you for your continued trust in our services. Best regards, [Your Name] [Your Title] [Your Company Name] [Your Contact Information]

Dear [Client’s Name], I hope this letter finds you in good health. I am writing to inform you that our records indicate you have made an overpayment on your recent invoice [invoice number]. We value your business and strive for transparency and fairness in all our financial transactions. As a result, we endeavor to rectify any imbalances promptly and efficiently. Upon reviewing our accounting system, we identified an overpayment in the amount of [overpayment amount]. We sincerely apologize for any inconvenience this may have caused you. To ensure proper bookkeeping and maintain the integrity of our financial records, we kindly request your assistance in facilitating the return of this overpayment. In order to process the refund, we kindly ask you to provide us with your preferred method of reimbursement. Please choose from one of the following options: 1. Crediting the overpaid amount towards your future invoices: — This option allows you to deduct the overpaid amount from your next invoice(s). — We will apply the overpayment towards your outstanding balance, ultimately reducing any future payments due. — If you choose this option, please provide us with your consent by signing and returning the attached form. 2. Issuing a refund check: — We will promptly prepare and mail a refund check to the address on file. — Please verify that your mailing address is up to date, and if necessary, provide us with any necessary changes. Please indicate your preferred option by responding to this letter or contacting our accounting department within [number of days] days from the date of this notification. If we do not receive a response within this timeframe, we will assume that option #2, issuing a refund check, is your preferred choice. Please be assured that we will take all necessary measures to complete the reimbursement process as soon as possible. We appreciate your patience and understanding while we address this matter in a timely manner. If you have any questions or require further assistance, please do not hesitate to contact our accounting department at [phone number] or by email at [email address]. Again, we apologize for any inconvenience caused and appreciate your cooperation in resolving this matter promptly. Thank you for your continued trust in our services. Best regards, [Your Name] [Your Title] [Your Company Name] [Your Contact Information]