You are a landlord for an office building. You just received a claim letter from a tenant asking for a refund of $3,000 for a duplicate rent payment in June. You check your records and find out that the June rent was deducted twice from the tenant's
bank account. You think this must have been a bank error, but the double amount was transferred to your bank account. Write an adjustment letter to the tenant indicating that you are enclosing a refund check. Write only the body of the letter, omitting the letter addresses, salutation, complimentary close, and enclosure line.
The letter should begin with a direct statement of action, include a brief explanation, and end with a goodwill message, as in the following example.
?
Enclosed is a check for $3,000 as refund for the double rent you paid in June 2015.
?
Our research shows that the automatic deduction for your rent was accidentally processed twice last month, and we have communicated with the bank to make sure that this doesn't happen again.
?
?Thank you for informing us of this situation and permitting us to correct it.
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