Letter to Ask Correction of a Document Error

Errors and faults can appear in important documents that are either related to businesses, are issued for the common public by authorities, or are legal or of any other type. When such errors are observed, they should be corrected promptly. In the cases where a person cannot correct the errors by himself, for example, the documents that are issued by the government or other authorities’ i.e. driving license, birth certificate, etc., a letter can be written to the relevant authorities to correct the error in those documents.

It is important to write clear details in such letters so that it could be made easy for the authorities to track the documents of the person for correction.


Dear Sir

I [name] from [department name] want to bring something to your notice. Yesterday we were told that our data was uploaded on the official website and we should check if all the information entered was correct. I just went through the information uploaded under my name. I found the following fields to be incorrect: Year of birth, the year I completed my bachelor and my joining date as [position] in this office.

Please note that my correct date of birth is [date]. I completed my bachelor’s in [date] and my correct joining date is [date].

Please update my information on the website and in any other records the company keeps. In case of any quarries, please call me at [phone number] or email at [email address].


Dear Sir

I [name] [identity number] want to report an error in my personal information in your record. I had applied for a passport and when I filled out the application I learned that my date of birth was noted incorrectly in your records. My correct date of birth is [Date]. I am attaching a copy of my Birth certificate as proof. I have no idea how such a big mistake could have been made. The date of birth mentioned on my identity card is correct.

Please rectify this error as unless this issue is resolved I cannot proceed with my Passport application and processing, which I need urgently to travel abroad for business.  If you require any other documents please let me know either by calling [phone number] or through email at [email address].

Looking forward to your cooperation and swift action.


Dear [Recipient’s name]

I’m writing to you to request a correction in the birth certificate of my daughter. She was born on 20th August 20XX. I had applied for the certificate on [DATE] of her birth. Today her birth certificate was issued. Although it was issued quickly, there is an error that I want you to correct.

As per the information that I had provided, the date of birth was [DATE] like I just told you, however, on this document the date is mentioned as [DATE]. I want you to correct this error. For your ease, I am enclosing the issued birth certificate. Looking forward to hearing from you with the prompt rectification of the error.


Letter to Make Correction in Salary

Subject: Letter to make correction in salary

Dear Sir,

I hope you will be fine. I am writing this letter to bring into your notice that due to unknown reasons, I have received an incorrect amount of salary in my account for the current month. I was surprised at seeing the salary details because my net monthly salary is USD 5000, after a tax deduction but I have been paid only USD 3500 in lieu of this month’s salary. Sir, I will not be able to look after my daily affairs with this substantially low amount. I joined this company five years back from now and since then I had never faced such an issue.

Moreover, the amount credited to my account is incorrect as it is USD 1500 less than the negotiated amount. This is a matter of great seriousness for me as I am a salaried person and I have to look after my all expenses with my salary. I had never been late in terms of completing the tasks assigned to me and I am a loyal person with my company, but this situation could create a serious financial problem, if not addressed on time.

I had discussed this matter with the chairman HR, but he did not show any interest to resolve my issue. It is therefore my humble request to you please investigate the matter and resolve my issue in minimum possible time so that my salary for the current month could be corrected as soon as possible. Thanking you in anticipation.


Robert Lee,
Communication Manager,
XYZ Industries

Size: 20 KB Word .doc File 2003 & later


Sample -2

Subject: Letter to make correction in salary

Dear Sir,

I, Michelle Robert, working as a communication assistant in your company, want to bring into your kind attention my incorrect salary matter. Through this letter, I am forwarding my formal request to you to make a correction in my salary. I am noticing a variation in the salary amount that is being credited to my account since last month. It is incorrect or you can say a less amount than that of the negotiated one.

Last month, I was credited with [amount], which was [amount] less than that I receive in lieu of my salary. For some reason, I did not think it appropriate to complain about the matter at that time because I thought that it may have been happened due to a mistake in the accounts department. So, I waited for the matter to be settled down by itself. Contrary to my expectations, again for this month, I received [amount] USD less than that of my monthly salary. This mistake is far from being understood really. This variation in salary is unaffordable for me because it can lead me towards the financial crises.

I wrote the accounts department too before writing to you, but they are busy preparing themselves for annual audit. So, I request you to take a personal interest in my matter and do something in order to make corrections in my salary. At the same time, I request you to adjust the remaining amount. Thanking you in anticipation.

Yours truly,

Size: 21 KB Word .doc File 2003 & later


Positive Letter to Contractor that has Damaged Property

A lot of times when you cannot take care of your property or renovate it on your own, you hand it over to a freelance contractor or a company to do the job for you.

This company or contractor is responsible for not only renovating, or whatever the motive is, your property but also keeping it in good shape and saving it from any kind of damage.

When the contract between the property owner and the contractor is signed, all the relevant details are also discussed. From the contractor’s commitment to insurances to a penalty in an unfortunate case of any damage, both parties sit down to finalize these legal matters.

Ground realities, quite shockingly, turn out to be quite different than the ideal situation individuals at both ends have in mind. Sometimes, unwanted damage happens to the property unintended by the contractor.

Since all the entailments were also covered in the contract, the company or the contractor now has to pay the price as per the terms and conditions.

Keeping the protocol, as a property owner, you must address the issue professionally by writing a letter to your contractor. In this letter, you may first write down the damage caused to your property by him/her followed by the terms and conditions both parties signed upon.

You can politely but firmly remind the contractor that he has to pay the fine according to it. The fine depends on the severity and magnitude of the damage. If your property is not damaged much, being lenient towards the contractor will prove to be beneficial for you as well.

While writing the letter, make sure you don’t sound like you are taking advantage of the situation and cashing out your loss. Stay precise and demand only that is justified.

Following is a draft you can take notes from for sending a positive letter to the contractor that has damaged property.

Sample Letter

ABC Builders, (company name)

Dear Smith, (contractor’s name)

I am writing this letter to you with good intentions to address the issue of my property damage caused by you earlier this week.

You were assigned the contract of renovating my backyard and sunroom with the consent of your company (mention the company’s name). Your job was to make my sunroom a family place to sit down and relax while taking sunbath and the backyard was to be changed into children’s’ play area.

However, as I witnessed, the floor of my sunroom has been damaged and there is also some wreckage in my backyard. Moreover, you did not notify me of any of this.

As per our contract, I am entitled to reclaim my damage insurance and penalize you but I will not opt for this. I request you to please fix the problems and continue with the project as you were before.

It would be great if you could finish the project as early as possible as I and my family are having a difficult time without our sunroom and backyard.



Size: 21 KB Word .doc File 2003 & later
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