Request for Refund of Duplicate Payment

COMPANY LETTERHEAD

{{company_name}}

{{company_address}}

Tel: {{phone}}

Email: {{email}}

Website: {{website}}

DATE

{{date}}

OUR REFERENCE

{{our_reference}}

Recipient Details

{{recipient_name}}

{{recipient_address}}

SUBJECT: REQUEST FOR REFUND OF DUPLICATE PAYMENT - {{invoice_number}}

Dear {{recipient_name}},

This letter serves as a formal request for a refund of a duplicate payment made on {{payment_date}} for Invoice Number {{invoice_number}}.

Our records indicate that we inadvertently made two payments for the same invoice, as follows:

First Payment:

Amount: {{first_payment_amount}}

Date: {{first_payment_date}}

Method: {{first_payment_method}} (e.g., EFT, Credit Card, Cheque)

Transaction/Reference Number: {{first_transaction_reference}}

Second Payment (Duplicate):

Amount: {{second_payment_amount}}

Date: {{second_payment_date}}

Method: {{second_payment_method}} (e.g., EFT, Credit Card, Cheque)

Transaction/Reference Number: {{second_transaction_reference}}

The total amount overpaid is {{overpayment_amount}}.

Reason for Duplicate Payment

The duplicate payment occurred due to {{reason_for_duplicate_payment}} (e.g., an administrative error, system glitch, or miscommunication within our accounts department).

Requested Action

We kindly request that you process a full refund of the duplicate payment amounting to {{overpayment_amount}}. Please remit the refund to the following bank account:

Bank Name: {{bank_name}}

Account Holder: {{account_holder_name}}

Account Number: {{account_number}}

Branch Code: {{branch_code}}

SWIFT/BIC Code (if applicable): {{swift_bic_code}}

Supporting Documentation

Attached hereto please find copies of the following documents to support our claim:

1. Proof of First Payment ({{first_payment_proof_description}})

2. Proof of Second Payment ({{second_payment_proof_description}})

3. Copy of Invoice Number {{invoice_number}}.

4. {{other_relevant_document}}

Further Communication

We would appreciate it if you could confirm receipt of this request and advise on the expected timeline for processing the refund. Should you require any further information or clarification, please do not hesitate to contact {{contact_person_name}} at {{contact_person_phone}} or {{contact_person_email}}.

Sincerely,

{{sender_name}}

{{sender_title}}

{{company_name}}

Signature

________________________

{{signature}}