Accounting mistakes happen but when they happen, they need to be addressed promptly before they become a dead issue. If you or someone from your company has overpaid a vendor, it is best to address the problem by asking for a reimbursement in writing.
Format: Simple format for letters and memos, Typed/word-processed, Business or personal letterhead.
Style/Tone/Voice: Can be informal or formal. Active tone or voice.
Structure:
- Describe the error.
- Explain what you’re going to do or what you want the vendor to do.
- Close on an upbeat note.
Handy Phrases: Accidentally overpaid you; I’ve found a mistake in; Please contact our billing department; Please acknowledge and correct the error; I appreciate your time to resolve this; Send me a check for the additional amount; Call if there are further problems; Thanks for your understanding.
Overpayment Notice Letter Example:
Dear Isaac,
As I reviewed my payments for this past month, I realized that I wrote the wrong amount on the check I sent to cover my July charges. I paid $870 for a billing of $370. Rather than crediting my account, please refund the $500 as soon as possible. If you have any questions, please call me at 021-8888-8989.
Thank you for your prompt attention to this matter.
Sincerely,
Irene Wong
Tips for Writing Overpayment Notices – Request To Submit Reimbursement
- Send overpayment notices promptly. The longer you delay, the less likely you are to get money back.
- Explain why the overpayment was made. Did you pay the same invoice by accident twice? Or did the vendor double bill you accidentally? Did a bill paid in over-amounted?
- Let the reader know you consider this a serious matter and expect prompt action.
How are receivables supposed to be disclosed in the balance sheet if there is an overpayment?