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Example 1: Reply to wrong inovice letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jackson:

We are glad you brought the discrepancy in your invoice to our attention. Upon review, we can see that you are absolutely correct. With the 5 percent bulk order discount, your total should have been $3,040 rather than the $3,200 we charged.

Our old billing software made discounts automatically. Several weeks ago, we installed new and supposedly more efficient software. It seems we are making a not so graceful transition to our new system.

I have voided the incorrect invoice, no. 2738-9030, and enclosed a corrected invoice, no. 6515-7820.

Please accept our apologies. We are working hard to ensure that these mistakes are not made in the future. Do not hesitate to call me if there is anything further I can do.

Sincerely,
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[tab name=’Example 2′]

Example 2: Apology letter for bill complain

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Allen:

We strive to provide the highest quality detergents and service to our customers in the tri-county area. However, oversights happen on rare occasions, and, unfortunately, this is one of them.

Thank you for your letter inquiring about your January statement. We have gone back to our files, and it seems your concern was justified. When our salesperson made out your order he forgot to note the special price I quoted you of $6.99 per gallon for 40 gallons. Thus, your order was processed as a full price order of $7.74 per gallon.

We apologize. We quoted you the lower price as a gesture of our appreciation for your business. The sentiment and the quote still stand. I have enclosed a corrected statement.

Thank you for your understanding.

Sincerely,
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