[Date]
[Addressee]
Dear [Name]:
You deserve an explanation for what went wrong in
our accounting department, and I hope that this letter
will serve to resolve our recent difficulties. I know that
you can appreciate the fact that it has taken some time
to find out exactly what occurred, and, therefore, please
accept our apologies for the delay in this response.
Apparently, your payment was received in a timely
fashion, but it was credited to an account which bears
a similar name to yours. Therefore, we commenced
sending you our standard notices requesting payment,
in keeping with our routine policy. Even after the posting
error was rectified, our accounting department failed to
notify our credit department, which is why you continued
to receive our correspondence demanding payment. I know
how exasperating this has been for you and I am deeply
sorry that it has taken so long to straighten out this problem.
While there is a procedure within our firm to preclude this
type of error from occurring, we are reinforcing this procedure.
You have been a valued customer of ours for a long time and
we appreciate your affording us the opportunity to serve you.
You may rest assured that this problem will not surface again.
Yours very truly,
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