Letter to Apologize For a Billing Error, Sample & Format

Introduction :

Human beings tend to make mistakes. Especially when it comes to doing calculations, they tend to make mistakes as they aren’t as perfect as machines while doing so. Machines always give the correct output only if the input given is right. However, due to discrepancy while billing, error might be committed because of which the customer might suffer loss. It is the duty of the person in charge of the billing to apologize to that customer as they are an integral part of any business.

A letter to apologize for a billing error is a formal apology letter written by an individual to another asking to forgive them for the discrepancy committed while billing. The letter mentions the billing no. and date as well as the situation when it happened and how sorry they are to have allowed it to happen at all. Apologizing for errors committed is an important business ethics. Know how to write with the help of the sample and template.

 

Sample :

The following is the sample of letter to apologize for billing.

 

From,

Chinmaya Mishra,

Accounts Manager,

Bodegy Department Store.

Date – DD/MM/YYYY

To,

Saby S. Varghese,

Purchase Head,

STS Pvt. Ltd.

Subject – Apology for the billing error.

Dear Mr. Varghese,

I am writing this letter on behalf of Bodegy department store to apologize for the discrepancy caused by our billing manager on your purchase from our store on DD/MM/YYYY.

First of all, thank you for going through the bill once it was issued to you and pointing out the mistake. Although it has never happened before, we assure you that rectification measures have been taken and we are attaching the new bill along with this letter. We understand the ruckus it must have caused in your office to receive a bill with almost the double amount of what you had ordered. Our billing machine was at fault, and we have replaced it to avoid any such problem in the future.

We hope this won’t hamper our business relations. We have always tried our best to serve our customers the best deal and along with it have taken care of them too. We hope that you will overlook this mistake of ours.  After making the necessary adjustment, we are sending you the extra money your company had to pay to us.

Once again, apologies for the extra work you had to go through. If you have any further queries, feel free to contact us.

Yours Sincerely,

Chinmaya Mishra,

Accounts Manager,

Bodegy Department Store.

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