Question

Persuasive Claim: Double Payment for Air Conditioner

Your company recently purchased a Solana Model AC400 window air conditioner for your small business office. At the time of the purchase, the salesperson wrote up the bill for the wrong unit. You discovered the error, and the clerk cancelled the initial credit entry and wrote a new charge slip. Months later in looking over the bills, you noticed that your company had paid two bills for an air conditioner: one for the correct charge and one for the wrong unit. Your bookkeeper paid both bills without checking. You called the seller, a national chain, but you had to endure many irritating levels of telephone menus. When you finally talked to someone, she said the erroneous charge of $501.86 would be removed from your next month's statement. It wasn't. You have no complaint about the air conditioner, but you don't want to pay for it twice.

Your Task. Write a claim letter to Customer Service Manager, National Appliance Sales, 1301 North Jackson Street, Milwaukee, WI 53202. Provide any necessary information. Sign your name and give yourself a title. Assume you are using company stationery. Start the date 2 inches from the top and use block letter style.

Answer 1

MAY 10, 2018

TO,

CUSTOMER SERVICE MANAGER,

NATIONAL APPLIANCE SALES,

1301 NORTH JACKSON STREET,

MILWAUKEE,

WI 53202.

SUBJECT - REFUND OF DOUBLE CHARGE FOR SOLANA MODEL AC400.

DEAR MANAGER,

I AM WRITING THIS LETTER TO EXPRESS MY CONCERN OVER THE DOUBLE-BILLING ERROR IN OUR COMPANY ACCOUNT FOR THE PURCHASE OF AIR CONDITIONER. WHILE CHECKING THE CREDIT ENTERIES OF PREVIOUS MONTHS I FOUND THAT OUR COMPANY HAD PAID TWO BILLS FOR AN AIR CONDITIONER: ONE FOR THE CORRECT CHARGE AND ONE FOR THE WRONG UNIT.

DURING THE PURCHASE SALESPERSON WROTE UP THE BILL FOR THE WRONG UNIT AND OUR CLERK CANCELLED THE INITIAL CREDIT ENTRY AND WROTE A NEW CHARGE SLIP BUT WHILE CHECKING THE BANK STATEMENT I FOUND THAT OUR BOOKKEEPER PAID BOTH THE BILLS.

I TRIED CONNECTING OVER A PHONE CALL FOR THIS ISSUE BUT HAD TO GO THROUGH IRRITATING TELEPOHONE MENUS AND WOULD DEFINITELY SUGGEST TO WORK ON THIS FOR BETTER CUSTOMER EXPERIENCE. WHEN I WAS ABLE TO CONNECT WITH CUSTOMER SERVICE REPRESENTATIVE SHE ASSURED $501.86 WOULD BE REMOVED FROM YOUR NEXT MONTH'S STATEMENT BUT IT IS NOT YET REMOVED.

I AM ALSO ENCLOSING THE COPY OF FINANCIAL STATEMENT SUPPORTING MY POSITION. PLEASE INVESTIGATE THIS MATTER AND CORRECT THE BILLING ERROR AS SOON AS POSSIBLE.

THANK YOU,

SINCERELY,

[YOUR NAME]

[NAME OF THE COMPANY]