[l-Date]
To:
[r-Name]
[r-Address]
From:
[s-Name]
[s-Address]
Re: [s-Reference]
Dear [r-FName]:
I hope this letter will serve to
resolve the difficulties regarding your recent payment. We would like to apologize and provide you an
explanation for the error that occurred in our accounting department. It has taken some time to pinpoint the
error. Please accept our sincere apologies
for the delay in responding.
Your payment was received in a
timely fashion, but it was credited to a different account bearing a similar
name to yours. In keeping with routine
policy, we initiated sending you [s-Company] standard notifications for requesting
payment. Even after the posting error
was rectified, our accounting department failed to notify our credit
department, which is why you continued to receive our correspondence demanding
payment.
I can appreciate how exasperating
this matter has been for you and I am deeply sorry for the length of time it
has taken to straighten out this problem.
While there is a procedure within our firm to minimize this type of
error from occurring, we are reevaluating this procedure to further ensure this
does not occur in the future.
You are a valued long-standing
customer and we appreciate you affording us the opportunity to serve you.
Kind regards,
[s-Name]
[s-Company]
