While running a business, it is common to find accounting mistakes. When the number of customers are very high then, on few occasions, some mistakes such as, billing error, wrong pricing of the product or mailing of wrong invoice are quite common. These mistakes are not intentionally made but may have been occurred due to over looking of minor points or fault in accounting software.
Sometimes, a customer pay for a product, which is wrongly charged higher in the invoice, but after realizing the mistake, he immediately informs the businessman that he has paid excess than, the actual price of his purchased product. In such cases, the businessman either issues a credit note for the excess amount, credit the account of the buyer with extra amount, to be adjusted during next purchases or refund the amount through check or money transfer. But, many a time, even after getting the intimation from the customer, the businessman fail to refund the amount due to various reasons.
If the customer finds that, his several reminders to the businessman, fails the refund of the due excess amount, he informs or writes a letter to a responsible or important member in the organization that, even after sending several reminders, he is yet to receive the refund amount. Such incidences leave bad mark on the goodwill of the business and raises question mark of the efficient functioning of the business.
Thus, it becomes necessary for the businessman to refund the amount immediately and send the check for the excess amount to the customer. He can carry out such process by writing a, Apologizing letter to the buyer and enclose the check for the amount, which has been charged extra.
Below given Apology for Delay of Refund letter template can help you in drafting your own letter for the refund:
[Company Name]_______________________
[Street Address]________________________
City_____________ State_____________ ZIP Code_______
Date (dd/mm/year_____________
Ref: _____________________________ (Subject –Customer Complain)
dated_______________
[Recipient Name]__________________________
[Street Address]___________________________
City____________ State____________ ZIP Code_______
Dear _____________________[Recipient Name]:
I am in receipt of your letter date _____________, informing about the delay in refund of $_________the excess amount, wrongly charged to you for your purchases.
I sincerely apologize for the oversight of our Account department for their failure to refund your due excess amount in time, even after verifying your complaint, which was correct.
We are really sorry for your bad experience with us and I personally assure you that, such mistakes will never occur again. Meanwhile, I am enclosing a check for $__________, drawn in your favor for the refund amount.
I really appreciate patience shown by you and look forward for your cordial business cooperation as always. We hope to offer you our best possible services as usual in future. You can contact me at __________ (telephone no) for any assistance.
Sincerely,
[Your Name]________________
[Title]_____________________