Sample Request Letter to Supplier for Refund of Overpayment

Sometimes, a customer may make an erroneous payment towards the due amount against an invoice of the supplier. Generally, such errors happen when the payment is made through online mode or by cheque.

The customer should write a letter or an email to the supplier seeking refund of the excess amount.

If the customer has a long term business relationship with the supplier with several ongoing transactions, then the customer can intimate the details of the error and can seek confirmation as to whether the excess amount is duly noted in the books of account of the supplier or not.

Here is an example of such a letter to the supplier requesting a refund.

TEMPLATE

Ref: _________

Date: ________

To

(Name of the Person)

(Designation)

(Name of the Organisation)

(Office Address)

(Phone Number)

Sub.: Overpayment against invoice

Dear Mr. / Ms. ________,

Greetings of the day!

We would like to bring to your attention that while going through our payment records we noticed that in one of the cases the payment is done in excess of the actual invoice amount.

The details of the transaction are as follows:

i) Invoice no. ________ dated ________ for an amount of ________.

ii) Payment by cheque no. ________ dated ________ for an amount of ________.

iii) Excess amount paid is ________.

We request you to kindly refund back the excess amount paid by us. The cheque can be made in the name of ________________.

We apologize for this inconvenience.

Thank you for your consideration!

Yours faithfully,

    (Signature)

(Name of the Officer)

(Designation)