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Sample Letter Apologizing for a Billing Error

When humans and computers interact, there is always room for error. A person could make a typographical error, or a computer program could have a "bug." Hence, billing errors may occur. Most customers review their billing statements frequently to ensure that the payments posted to their accounts are correct. Sometimes, these customers will find errors that your company has made.

Your Name
Street Address
City, State, Zip

[Date]

Addressee
Street Address
City, State, Zip

Dear _____________,

Thank you for bringing to our attention the errors in your January 2009 statement. The accounting department is currently recalculating your payment, and a corrected statement will be mailed today.

We would like to apologize for any inconvenience. Although it is impossible to prevent errors completely, we will research this issue in order to determine its exact cause and to ensure that it does not happen again. If you find any errors in future statements, please contact us, and we will be happy to rectify the situation.

Thank you for your cooperation and understanding.

 

Sincerely,