Letters Addressing Billing Errors

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Mistakes happen. There are times when you will make a mistake while sending a client an invoice or get an unexpected bill for something you did not buy. Dont get upset or defensive.

When dealing with an error in a bill, acknowledge the error. If you are the seller and it is your fault, apologize and explain why you made the error and what you will do to correct it.

If the problem is the customer's fault, explain their error and offer solutions as to how they can correct it. State clearly what you expect of the customer.

Express that you value their business and wish to continue working with them, confident that the present error in the bill will be taken care of.

If you are the customer and got wrongly billed, explain the error clearly and give the company a chance to correct their error. If necessary, call their customer service.

Billing Error Letter

Below is a sample letter correcting a seller's billing error.

Dear Mr. Lestat:

Our February invoice lists two deliveries, each for 150 gallons of blood, delivered to our Transylvania castle on the 10th and the 13th. However, we never received the blood on the 10th due to the snowstorm. The blood we received on the 13th was to make up for the missed delivery.

The storm created a lot of confusion for the entire county. I would appreciate if you could resolve this matter by sending us a corrected invoice. Enclosed is a payment covering the June 13th delivery.

Thank you for your time and attention.

Sincerely,
Count Dracula

Readers questions on billing issues

The following are questions I have received from my readers regarding billing issues.

Unpaid Billing

by Avijit Manna
(Durgapur)

Would you send a sample regarding unpaid billing?

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Answer:

Hi Avijit,

I would have at least 3 letters going out to the client asking for payment. The first is a request for payment and the second is another request for payment and the last one is a final request of payment and warning of legal proceedings.

The first letter:
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Invoice: ABC123

Account: 123A

As of this date we have not received payment on the above invoice, which was due on May 1.

We value you as a customer, and hope that you will pay immediate attention to this matter. If you have any questions about this invoice please contact me.

As per the terms of sale, we will apply a penalty fee for overdue invoices beginning on Jun 1.

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The Second Letter:
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I am writing to advise you that your account is now seriously overdue. As of this date, the outstanding balance is $15,235, which includes $200 in late fees.

This is our second request for payment. We ask that you take immediate action to pay this account in full.

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The Final Letter:
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Your account with ACME Inc. is now in default. We have made two previous requests for payment and have received no response.

This letter is our final demand for payment.

Unless we receive the full outstanding balance of $15,235 with fifteen days of the date of this notice, it is our intention to turn your account over to our Legal Office to initiate collection proceedings.

Collection fees, legal fees, and late fees can amount to a significant increase in your outstanding balance.

We suggest you make immediate and full payment before the deadline.

=========================

I hope this helps.

Regards,
Dax

Reminders for payment of outstanding Bill

I need a sample for a reminder for payment of outstanding bill amount.

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Answer:

I don't know your situation, so I created this example from the famous gangster Bugsy.

Dear Mickey Cohen,

RE: Invoice Number DIE23452

As of this date we have not received payment on the above invoice, which was due on April 13.

We value you as a customer, and hope that you will pay immediate attention to this matter. If you have any questions about this invoice please contact me.

As per the terms of sale, we will apply a damaging penalty fee for overdue invoices beginning on May 13.

Sincerely,
Bugsy Seagel

Regards,
Dax Cheng

Inquiring about an invoice

I want to be very professional but I want to know exactly what we are being charged for for the last two years and I would like that information mailed or emailed to me.

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Answer:

I would suggest that you give your supplier a call first then follow up with an email. This can be relatively easy if you just give your supplier a call and ask them to send you the information. Ask them for a date and time as to when they can give you the information. Then you can follow up with this email:

As discussed over the phone this morning, I require a detailed description of the invoices billed to ACME Inc for the last two years.

You have agreed to provide this information by the end of next week.

I thank you for your cooperation and it is a pleasure doing business with you.

Regards,
Dax Cheng

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