Author Question: You are a landlord for an office building. You just received a claim letter from a tenant asking for ... (Read 101 times)

RRMR · **on:** Jun 23, 2018

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.

Question 2

Your company was charged twice last month for its rent. This amount is automatically deducted from your company's checking account, and you just noticed the double entry for June. You must write a claim letter to your landlord asking for a refund of 3,000. Write a clear, concise claim letter. Because you expect your landlord to agree readily, use the direct strategy. Write only the body of the letter, omitting the letter addresses, salutation, complimentary close, and enclosure line.

Cheesycrackers · **Reply #1 on:** Jun 23, 2018

Answer to Question 1

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.

Answer to Question 2

Please issue a refund check for 3,000, which is the amount our company was overcharged for our rent in June 2015.

Our rent is automatically deducted from our checking account each month (Account No. xxxxxxxxx). In June, the 3,000 amount was deducted twice. Enclosed is a copy of our June bank statement with the double entry highlighted.

Please issue the refund check of 3,000 by July 20 so that we can deposit it before our next rent payment is due.