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Sample letter of refund for overpayment

Sample letter of refund for overpayment

If someone is not satisfied with any service or the product he or she ordered or bought, one can always go for a request for refund.

For claiming a refund, one needs to write a letter to the responsible authority about the product and explain particularly which performance he or she was not satisfied with. Although the refund request can be raised through verbal discussion, a written letter has a higher impact. For many reasons, one need to write a refund letter. Sometimes students who take admission to school or colleges, may need their refund and they claim to the school or college management.

In those situation one should follow some tips to request for a refund. First of all, the purpose of the letter should be mentioned. Whether it is a refund or reclaim the same service but in better quality. Secondly, the dissatisfaction should be clearly stated, like which particular area or service the requester was not enough satisfied with.

If there is a certain product name or model number, that should be rechecked and confirmed. To, The Authority. Subject : mention the refund of the particular product. So we had to cancel the order and returned the product back on the same date.

Therefore, I request you to initiate my refund of the amount I paid in advance. Please arrange the refund on priority and this will be very helpful for me. Regards, Name of the customer. To write a refund request letter, the language should be humble and not in a complaining mode. Date: June 25, To, Alokesh Singha, Balaghat, Bhagpat, alok gmail. S ub: Request to refund for Refrigerator.

We realized that the refrigerator was a little small in size for our family, so we canceled the order.There has been an error in your favor! If you prefer, however, we can send you a refund check. Just call and our customer service representative will honor your request. Thank you for the payment we recently received on your account. We will apply this credit to future purchases, or you can receive a refund by calling We appreciate your business and count you as one of our valued customers.

sample letter of refund for overpayment

If you have any questions about this matter, or if we can assist you further, please call. Our bookkeeper, Jane Doe, has credited this amount to your account, and your next billing statement will reflect this adjustment.

Please telephone Jane if you wish to have this amount refunded. I have enclosed a copy of your last billing statement in case you did not receive it. Jane Doe will be glad to answer any questions you may have about our billing procedures.

She may be reached at We have negotiated a favorable change in the prices of ingredients and are passing the savings on to you. I have enclosed an updated price list on all of our baking supplies. Please call if you would like to take advantage of these other great prices. This brief but important letter notifies a customer that he or she has overpaid you. It can serve as a very good customer relations letter.

Avoid any hint of criticism. Spanish Letters. We think you will be pleased to know that you have overpaid us. Your bill for the month of September has been overpaid. Enclosed is your check Our records show that you already paid your February bill.

Example Sentences Unless you inform us otherwise, we will credit your account with the difference. Enclosed is a refund check for that amount.

We are sorry for any inconvenience that our over billing may have caused you. Your next statement will reflect that correction. If you would like us to handle this overpayment differently, please let me know and I will be happy to comply. Example Sentences If I can assist you further, contact me at We appreciate your business. Let us know if we can make the payment process easier for you.

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Thank you for your prompt and consistent payments. Let me know if you have any questions. If you have any questions, please feel free to call to speak with one of our customer service representatives.The letter should be short and to the point stating what the product or service is, and why the consumer believes they deserve a refund.

Refund requests should be formal and not use language that is threatening or critical of the company to whom they are writing. If a guarantee for a full refund within a certain time period was given at the time of purchase, this should be mentioned in the letter. Reason For Requesting The Refund.

The reason for requesting the refund should also be clearly stated. Whatever the reason, the basic letter will include an introduction, request for a refund, reason for the request, supporting documentation, appreciation and expectations. It is important that the letter convince the recipient that a refund is their best course of action.

Many businesses and companies would rather issue a refund to a long-term customer than not. This is because customer loyalty is important. It costs less for a business to keep good customers than to get new ones.

If the consumer is a loyal customer, they should mention this in the letter. Even if the customer is new, it is in the best interest of the company to keep them happy. Before writing the refund request letterthe consumer should research the refund policy of the company or university.

This can be found on a receipt, purchase order or website on the customer service page. If there is no clear refund policy mentioned, the consumer should call the company and ask about it. If there are any receipts, purchase orders, invoices or other relevant documents, copies of these should be included with the letter.

Any details such as order numbers or customer identification numbers should be mentioned in the letter. These will help the company identify the transaction. The consumer should state clearly what they want. It may be a full or partial refund. If the company knows what will make the consumer happy, there is a better chance they will comply.

In the case of requesting a refund for a service due to illness, the consumer should include copies of supporting documentation from a physician. If there is another reason such as loss of a job, supporting documentation to prove this should be included. The longer they wait to make the request, the less chance they have of success. There is often a time limit for refunds such as 30 or 90 days.

sample letter of refund for overpayment

Below is a sample of a refund request letter for college tuition. It is very important that the letter be sent within any deadline. The letter should be sent by certified mail, so the sender has proof of the time and date the letter was sent and received. Any enclosures should be copies and not original documents. The consumer should retain a record of all communications with the university or company. I am a student in the summer semester of Name of University. According to the refund policies of the university written the Student Manual, a full refund will be granted if the student withdraws from the course within six weeks from the beginning of the course.

As you can see from the enclosed withdrawal slip, I am within that limit. The reason I am forced to withdraw from this course is because of a car accident in which I broke both my legs. I will be undergoing physical therapy for the next eight weeks and will not be able to attend class.

Enclosed is a letter from my physician, DR. NAME, as well as a copy of the hospital records.I would appreciate it if you would reimburse our company for the duplicate payment. I apologize for any inconvenience this error has caused. Thank you for your prompt attention to this matt. Request for Refund of Duplicate Payment Template.

Document description. Related documents. Request for Refund on Undelivered Merchandise. Tuition Approval for Refund Request. Request Deferral of Interest Payment. Request for Payment of Unearned Discounts. Request for Payment Credit Line Exceeded. Request to Bank for Extension of Time. Request for Verification of Receivable During Audit. Refund for Returned Merchandise. Installment Payment Acknowledgment. Cancellation of Stop Payment Order.

Demand for Extension of Payment Date. Friendly Apology for Late Payment. Professional-looking formatting. Compatible with all office suites.In the course of everyday transactions, many companies notice inconsistencies and variations in amounts billed and amounts paid. No matter what, whether the amount is large or small, money more than the amount owed belongs to the customer only.

This is common at the time the client payment method is an external payment method, like a cheque or bank transfer, and when the client accidentally submits full payment of their balance twice. The amount which the customer has overpaid is known as the overpayment amount.

Use our free Return of Overpayment to Client letter to help you get started. If you need additional help, then more example letters are available below.

sample letter of refund for overpayment

While reviewing our sales books, however, we found out that this was indeed an overpayment. Our employees are very honest, and that is our USP. We look forward to being of service to you and your peers again soon.

Request Letter Template for Refund – Format, Sample & Example

Thank you for your appreciable business! Dear Mr. Our sales bookkeeper has already credited this amount to your account. You will receive the billing statement in your mail by tomorrow evening. Please contact Jane telephonically if you wish to have this amount refunded. I have enclosed a copy of your last billing statement if in case you did not receive it before. Jane Doe will be pleased to answer any queries you may have about our billing procedures.

She may be reached at Also, if you wish to receive the above-said amount in cash, then please contact Jane Doe and inform her of the same. She will assist you throughout this process till you get your refund. We trust that you will find all to be in order and look forward to being of service to you again soon. Thank you for your valued business! If you prefer, we can send you a refund amount via net banking also.

sample letter of refund for overpayment

They will assist you throughout this process till you get your refund. Letters Privacy Policy Contact Us. Mention clearly about the details of the overpayment. The tone of the letter should be formal, humble, and modest. This will increase the trust relationship between your business and the customer.

From Mr. Email Format. To: name email.Sample Letters. From simply asking for money from a friend or relative, to asking a business that owes you money, it can be very useful.

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Writing a refund letter can be tricky, but it is a task that all should know how to do. These letters can open the door to a verbal disagreement about who was at fault it was etc. The money is put back on the credit card or cash is given and there is no issue. Sometimes, you may have purchased a product but never actually received it.

Return of Overpayment to Client Letter

Also, there are different reasons why you may need to draft a letter of this nature. You can modify a basic letter format to fit your needs. The general rule is to always be nice. That is why it is important not to be pushy and use legal threats in the first letter, most companies will resolve the issue rather quickly.

This will help you should you end up in court at a later date. Next, you can include a subject line if you choose. It helps to identify what the letter is for in case the person just wants to skim through for details. Because of this, you want to make sure they can pull up an account, or have some sort of information they can track.

Try to keep things positive and geared at resolution and not be combative. Start out the first paragraph by getting right to the crux of the matter.

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In the example below, this person has purchased a pot and pan set that had a lifetime warranty. This is the basis for asking for new pans or a refund. The warranty may give you some indication as to what the company will do.

Use the letters below to help customize a letter for your specific situation.

Inform a Customer of an Overpayment • Letter Examples and Guide

No matter what the reason you are owed money, the important thing is to get it back. Because it has been more than 5 years since I purchased them, the store will no longer take them back. I do have my receipt and the upc from the box. Most of the pans have fared well, but the main skillet, which gets a lot of use, has not been so lucky. The Teflon lining on the inside of the pan is flaking away and is unsafe to use. I would be happy to either have a new skillet or the money to replace the one that I lost.

I have sent along pictures of this skillet so that you can see the damage and that it has normal wear and tear on it. I look forward to a resolution for this matter. I can be reached at anytime. According to the refund policies of the university written the Student Manual, a full refund will be granted if the student withdraws from the course within six weeks from the beginning of the course.

As you can see from the enclosed withdrawal slip, I am within that limit. The reason I am forced to withdraw from this course is because of a car accident in which I broke both my legs. I will be undergoing physical therapy for the next eight weeks and will not be able to attend class. Enclosed is a letter from my physician, DR.

NAME, as well as a copy of the hospital records. Thank you for your attention to this matter, and I look forward to receiving the full refund.Many Medicare Administrative Contractors or MACs are hiring outside Recovery Audit Contractors to audit claims in an attempt to recover Medicare funds that have been paid incorrectly or should not have been paid at all.

In some cases these overpayments can add up to several thousand dollars. If overpayments are discovered a letter is sent to the provider informing them of the overpayment. It is important to know how to handle these letters when they arrive. Read the letter and the explanation as to how the overpayment occurred.

Once you understand the reason for the overpayment, determine if you believe the overpayment is correct. One of the options described below is to submit a rebuttal. If you believe that the overpayment is not correct a rebuttal can be filed. For example, if you are notified that several claims for one particular patient were reprocessed because they state that the patient was incarcerated at the time of the services, but you know that the patient was not incarcerated, a rebuttal should be filed.

Below the options of how you can respond are outlined:. Day MAC sends a second demand letter for delinquent overpayments.

This is the last day to pay to avoid accrual of interest. It is also the last day to request an appeal and stop recoupment of overpayments.

Refunding a Customer for an Overpayment in QuickBooks Online

If you file an appeal after Day 30 but by Dayyour MAC will stop recoupment when it receives and approves your appeal, but will not refund any monies already recouped. The important thing is that you cannot simply ignore the demand for repayment. It will not go away. It is important that you determine if the overpayment is accurate and then take the appropriate action based on that determination. Making a plan will help to make the process easier. If you are uncertain of anything contained in the overpayment request or any information in this article we suggest that you seek professional legal advice.

Handling Medicare Overpayment Letters.

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