This Apology for not Crediting Payment
from Prompt Payer sample letter acknowledges company error and gives
recognition of valued ’
customers' prompt payments. When keeping up with accounts and paperwork, even though it might not be often, mistakes are made.
Most bills now come with disclaimers that cover prompt paying customers who might have sent in a payment that just hasn't been updated on time.
Those disclaimers will cut back with having to send apologies such as this one below, but when you need one you need it
Thank you for your letter and the photostat of your check, which showed that your account had been paid in full. While we are very sorry for the inconvenience this has caused you, the enclosure of your check enabled us to go through our records and pinpoint how this error occurred.
Please accept our apology for the letters we wrote under the assumption that this bill had not been paid. I know this insistence on our part must have been extremely frustrating for you, especially in light of the fact that you have always been a valued customer of ours and have paid your bills promptly.
Thank you for your patience and please be assured that we will do everything in our power to ensure that this type of error does not occur in the future.