Dear [Client's Name], RE: Return of Overpayment I hope this letter finds you in good health and high spirits. I am writing to inform you that during the evaluation of our financial records, it has come to our attention that an overpayment has been made on your account. We understand the importance of our clients' satisfaction with our services, which is why we strive to maintain complete transparency and integrity in all our financial transactions. As such, we believe it is our responsibility to rectify any errors promptly. Upon thorough review, it has been determined that an overpayment of [amount] was inadvertently credited to your account. This excess payment can be attributed to [state the reason, if known — e.g., a billing miscalculation, duplicate payment, or other accounting error]. To ensure complete compliance with our internal policies and to maintain a mutually beneficial business relationship, we kindly request your assistance in facilitating the return of the overpaid amount. Enclosed with this letter, you will find a check in the exact amount of the overpayment made. Please accept our sincere apologies for the inconvenience caused by this oversight. Our utmost priority is to rectify this situation promptly, ensuring that your account accurately reflects the correct balance. We request you to kindly deposit or cash the enclosed check at your earliest convenience. Should you have any questions or require further clarification, please do not hesitate to contact our customer service department, and they will be pleased to assist you. San Antonio, Texas, known for its vibrant culture, rich history, and warm community, serves as the backdrop to our esteemed business. With an array of attractions like The Alamo, the River Walk, and the Tower of the Americas, San Antonio offers a blend of history, modernity, and breathtaking beauty. Our company takes pride in being part of this thriving city and serving its residents with dedication and commitment. In conclusion, we sincerely apologize for any inconvenience caused due to the overpayment, and we greatly appreciate your understanding and cooperation in resolving this matter promptly. Please be assured that we will continuously strive to improve our processes to prevent such occurrences in the future. Thank you for your attention to this matter, and we look forward to your prompt response. Best regards, [Your Name] [Your Title/Position] [Company Name] [Company Address] [City, State, ZIP] [Phone Number] [Email Address]
San Antonio Texas Sample Letter for Return of Overpayment to Client
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