In the course of everyday transactions, many companies notice inconsistencies and variations in amounts billed and amounts paid. No matter what, whether the amount is large or small, money more than the amount owed belongs to the customer only. This is common at the time the client payment method is an external payment method, like a cheque or bank transfer, and when the client accidentally submits full payment of their balance twice. The amount which the customer has overpaid is known as the overpayment amount. By gaining a specific knowledge about your country’s rules and regulations, you can proceed forward with this issue of overpayment of money.
Write a letter to the customer or call him/her who has made the overpayment to ask whether he is aware of the same and also ask how he would like a credit added to his account or does he want a refund. If you have not cashed a check payment, refunding the money can be very easy as you can destroy the check at the customer’s order, of course. The letter should include the day and date on which the overpayment was made by the customer so that he/she can easily remember the amount they’ve overpaid. The letter should also be sent immediately to the customer so that he/she can visit the shop soon and claim their money back.
Table of Contents
Tips for writing a Return of Overpayment to Client letter
- Mention clearly about the details of the overpayment,.i.e., the date, the amount, the name of the seller they dealt with.
- The tone of the letter should be formal, humble, and modest.
- The letter should mention that the firm does not feel that it’s right to fraud a customer. This will increase the trust relationship between your business and the customer.
- Provide phone numbers and email addresses so that the customer can contact the firm/shop ASAP.
Template
Use our free Return of Overpayment to Client letter to help you get started. If you need additional help, then more example letters are available below.
From,
_________
_________
_________
Date: _____ (Date on Which Letter is Written)
To,
_________
_________
_________
Subject: Overpayment By Client
Dear ___________ (name of the client),
Thank you for your recent payment of _____ (amount). While reviewing our sales books, however, we found out that this was indeed an overpayment. The amount which was due to your name was only ______ (amount), thereby leaving a credit of _______ (amount). Kindly find enclosed our check of _______ (amount ) to remove this error. We don’t believe in frauding our customers, and so every penny of extra money that we receive is always returned to the customers. Our employees are very honest, and that is our USP. We look forward to being of service to you and your peers again soon.
Thank you for your appreciable business!
Yours Faithfully,
Name
Designation
Sample Letter
From
Mr. Daniel Scott
XYZ Shop
Hudson Lane 1254
New York City, USA.
Date: 12/10/2016
To
Mr. Alex Dayes
Da Vinci Road 2346
New York City, USA.
Subject: Refund For Overpayment
Dear Mr. Dayes,
Thank you for your recent payment of $100. You might be glad to know that at the time of this payment, your balance was only $29.55, leaving a $70.45 overpayment. Our sales bookkeeper has already credited this amount to your account. You will receive the billing statement in your mail by tomorrow evening.
If you prefer, we would be more than happy to send you a refund check of $72.45. Please contact Jane telephonically if you wish to have this amount refunded. I have enclosed a copy of your last billing statement if in case you did not receive it before. Jane Doe will be pleased to answer any queries you may have about our billing procedures. She may be reached at 555-5555.
Also, if you wish to receive the above-said amount in cash, then please contact Jane Doe and inform her of the same. She will assist you throughout this process till you get your refund. We trust that you will find all to be in order and look forward to being of service to you again soon.
Thank you for your valued business!
Yours Faithfully,
Daniel Scott
Marketing Head
Email Format
The following is the Email Format to be followed for a Return of Overpayment to Client letter.
To: name@email.com
From: name@email.com
SUBJECT: Refund For Overpayment
Dear ___________,
There has been an error concerning your account! You overpaid your account by $_______ last month, and we have credited this amount to your account to be used toward future purchases. If you prefer, we can send you a refund amount via net banking also. Just call _______ and our customer service representative will honor your request.
Also, if you want to receive the above-said amount in cash, then please contact ______ on _____ and inform them of the same. They will assist you throughout this process till you get your refund. We trust that you will find all to be in order and look forward to being of service to you again soon.
Thank you for your valued business!
Yours Faithfully,
__________
Name and Designation