Use this letter format for customers who have questioned an amount on their monthly statement. This letter indicates that you are looking into the matter and that you will credit the customer's account for the amount in question while the matter is investigated.
CLEARWATER INTERNATIONAL
123 Elm Street
Parsippany, NJ 07860
11/4/03
John Smith
Smith Engineering
123 Main Street
Parsippany, NJ 07860
Dear John:
Thanks for alerting us to your concerns about your statement. We are researching the changes on the statement, and we expect to contact you shortly with a resolution to the problem. In the meantime, we've credited your account for the amount in question.
Please feel free to call me if you have any further questions about this matter, or if I can assist you in some other way.
Sincerely,
Mark Lee
Vice President