Incorrect Billing Amount Apology Letter
Making errors is natural for any person. But when such errors involve financial amounts, rectifying the error and writing an apology becomes very important. An incorrect billing amount apology letter should:
- Begin the letter by saying sorry
- Clearly, state the problem and explain what went wrong
- Try to solve the problem by maintaining a healthy relationship with the client for future
- Write the apology as soon as you get to know about the error
- Focus on solutions to rectify the situation rather than placing focus on the mistake
- Keep the letter brief and to the point
- Never blame the customer. Take the complete responsibility of the error
1-
We were reviewing our invoices, to make sure that we provide quality services to our customers and to keep an eye on any errors, as numerical errors are very easy and common to commit.
I was really embarrassed to discover an error on our invoice [number] which was sent to you on [date]. On examining the invoice carefully, I found that we had charged you for [units] when actually the units purchased were [units]. I will be grateful if you can also review your records to confirm the amount of [units] purchased to avoid any misunderstanding regarding the amount payable.
We will issue you a new invoice and nullify the previous one. The details of the new invoice are as follows:
- [Enter Details]
- [Enter Details]
- [Enter Details]
I assure you that I will personally review all the invoices before they are sent to you in the future. Feel free to discuss any concerns regarding this error and I will be more than happy to assist you.
2-
Thank you very much for pointing out a serious mistake in our bill. We are extremely sorry for the inconvenience you might have faced because of this error. Our team has investigated the matter after your complaint and found that we sent you the wrong bill. Our billing system is not automated, and the typist made mistake while typing the billing amount. I can feel how negatively it would have affected you.
To err is the human. Keeping this fact in mind please accept our heartiest apology for the error in your billing amount. We are looking forward to upgrading our system and assure you that such a mistake would never be made in the future. You are our valued customer, and we want to serve you best. I hope you will not be annoyed anymore.
I am enclosing the original corrected bill with this letter. Please collect it and we again thank you for informing us to rectify our mistake.
Size: 19 KB Word .doc File 2003 & later
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3-
I am extremely sorry that you received an incorrect bill from our side. Our invoices are sometimes prepared by newly inducted persons who do not get all the necessary information about the product being purchased. The same was the situation the day you purchased from our store. I forgot to tell the billing person that you were purchasing the discounted product. Therefore, we failed to apply a 30 percent promotional discount. Please accept our sincere apology for that billing error. We checked our records as soon as you informed us. After investigating the matter, we concluded that we were by mistake.
Alongside, we want to say thank you for informing us about our mistake. You don’t need to worry about payment of this wrong bill until you receive the corrected one. We have now updated our system and such a mistake will not be repeated in the future.
I have forward a new bill request with the corrected amount to the accounts department. They have started working on it and your problem will be resolved by tomorrow. A revised bill will be posted to you thereafter. You are our respected customer. We again apologize for our mistake and request you to neglect it.
Size: 20 KB Word .doc File 2003 & later
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