Dear
You deserve an explanation for what went wrong in our
accounting department, and I hope that this letter will
serve to resolve our recent difficulties.
I know that you can appreciate the fact that it has
taken some time to find out exactly what occurred, and,
therefore, please accept our apologies for the delay in
this response.
Apparently, your payment was received in a timely fashion,
but it was credited to an account which bears a similar
name to yours. Therefore, we commenced sending you our
standard notices requesting payment, in keeping with our
routine policy. Even after the posting error was rectified,
our accounting department failed to notify our credit
department, which is why you continued to receive our
correspondence demanding payment.
I know how exasperating this has been for you and I am
deeply sorry that it has taken so long to straighten out
this problem. While there is a procedure within our firm
to preclude this type of error from occuring, we are
reinforcing this procedure.
You have been a valued customer of ours for a long time
and we appreciate your affording us the opportunity to serve
you. You may rest assured that this problem will not
surface again.
