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You can either call or email them, but make sure to follow up with a written confirmation of the conversation that outlines the agreed-upon resolution. Some states allow businesses to automatically apply the overpayment as a credit, but you should still inform the customer.
After reviewing your file, I realised that this account had been paid in full on [date] I am enclosing a photocopy of our cheque number: in the amount of ($). I would appreciate it if you would reimburse this office for the duplicate payment. I apologise for any inconvenience this error has caused.
Our records indicate that you received a salary overpayment in the amount of $(gross pay). The salary overpayment resulted because . . . .. Please see a copy of the spreadsheet outlining how and when you were overpaid. Alternatively, you may repay $ upon receipt of this letter.
On [Date], I made a purchase at [Merchant Name] using my credit card ending in [last 4 digits]. Unfortunately, there was an error and my card was swiped twice for the same transaction. As a result, an additional payment of [Amount] was deducted from my account.
I would appreciate it if you would reimburse this office for the duplicate payment. I apologise for any inconvenience this error has caused. Thank you for your prompt attention to this matter.
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What to Include in Your Refund Request Letter Include details about the transaction. Explain why you are seeking a refund, but make sure that your reason falls within the refund policy. Include your contact information so that the business can docHub you in case they would like to accept your refund request.
After reviewing your case, we are pleased to inform you that a refund in the amount of [Refund Amount] will be processed back to your original method of payment within [Number of Business Days] business days. This action is taken in light of [brief explanation of the reason for the refund, if applicable].

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