What this draft covers
- Admission that the payment was received on time
- Withdrawal of the past-due notice and any late fee
- Confirmation of the correct account balance
- Correction of any report to credit bureaus, if made
- Steps taken to prevent a repeat
When to use it
Use when a billing or accounting error has led to wrong reminders, late fees or collection calls to a customer who had paid.
Format: Editable Word document (.docx), 2 pages.
Preview
[On the letterhead of the company]
[Date]
Ref.: [●]
To,
[Name of customer]
[Address]
Subject: Withdrawal of payment reminder dated [date]: account no. [●]
Dear [Mr./Ms. Name],
We apologise for the payment reminder[s] dated [date(s)] sent to you in respect of [invoice / instalment] no. [●]. Our records now confirm that you paid ₹[●] on [date], on time. The reminder was sent because of an error in our accounting system, which has now been corrected.
We hereby withdraw the reminder[s]. [The late payment charge of ₹[●] has been reversed.] Your account shows a balance of ₹[●] as on [date], and nothing is overdue.
[We confirm that no adverse report was made to any credit information company. / We have asked [credit information company] to correct the report made on [date], and will send you confirmation once it is done.]
We regret the inconvenience and concern caused. Please contact [name] at …
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