Refund for duplicate payment letter is a letter written by the receiver to his/ her customer to refund them the duplicate payment made by them for a product or service. It is a formal letter. One should be polite and concise in the letter. A duplicate payment is an error which can be made by any of the two parties involved. If it is your mistake kindly and humbly apologize for it.
When a party makes a duplicate payment sometimes due to some error, then the amount is then refunded by the party receiving the payment. The amount can be refunded in the form of cash, cheque or net banking. Any of the two parties can bring this matter to notice.
Make sure you give the details of when the payment was made and any other receipt of payment from the bank in case of cheque or you in the case of cash. One can also attach the cheque or demand draft along with this letter or can intimate the receiver until when the amount will be refunded.
Table of Contents
Refund for Duplicate Payment Letter Template Writing Tips
- As it comes under formal letters, the words and phrases should be carefully chosen.
- Make sure the language is concise and straightforward.
- The content of the letter should be short and straightforward.
- Be polite, humble and respectful and apologize if the mistake is at your end.
- Mention the details of the payment and any receipt that you have.
- In case you have transferred the amount through net banking mention the transaction ID.
Refund for Duplicate Payment Letter Template Template
Use our free Refund for Duplicate Payment Letter Template to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
______________ (Your name)
______________ (Your address)
__________________
Date __________ (date of writing letter)
To,
__________(Receiver’s Name)
__________(Receiver’s address)
__________
__________
Subject: Refund for Duplicate Payment
Dear Mr. /Ms___________ (name of the concerned person),
This in reference to your letter dated _____(Date) regarding the duplicate payment made by your company to ours. Your company had paid us for ____(reason) and due to some glitch at our end, we have received 2 payments from you and failed to notice until your office brought it to our kind notice.
Apologies for the inconvenience caused. I am sending a second cheque which we still hadn’t encashed. I hope you will overlook this matter and continue doing business with us in the near future. We will take care from next time and won’t repeat.
Thanking you,
Yours Sincerely,
____________
(Your name)
Sample Letter
Given below is a refund for duplicate payment letter sample.
From,
Rajeev Sharma,
System Engineer,
HECL,
Mumbai.
18th March 2017
To
Ashok Kumar,
Recruiting Manager,
Infosys Ltd.,
Bangalore.
Subject: Refund for Duplicate Payment
Dear Mr.Kumar,
This about your letter dated 10th March 2017 regarding the duplicate payment made by your company to ours. Your company had paid us for the delivery 25 computer systems, and due to some glitch at our end, we have received two payments from you and failed to notice until your office brought it to our kind notice.
Apologies for the inconvenience caused. I am sending a second cheque which we still hadn’t encashed. I hope you will overlook this matter and continue doing business with us in the near future. We will take care from next time and won’t repeat.
Thanking You
Yours Sincerely,
Rajeev Sharma
Email Format
The following is the email format to write an email for a refund of duplicate payment.
To: name@email.com
From: name@email.com
Subject: Refund for Duplicate Payment
Dear Mr. /Ms___________ (name of the concerned person),
This about your letter dated _____(Date) regarding the duplicate payment made by your company to ours. Your company had paid us for ____(reason), and due to some glitch at our end, we have received two payments from you and failed to notice until your office brought it to our kind notice.
Apologies for the inconvenience caused. I am sending a second cheque which we still hadn’t encashed. I hope you will overlook this matter and continue doing business with us in the near future. We will take care from next time and won’t repeat.
Thanking you,
Yours Sincerely,
____________ (Your name)
(Your name)