[Your Name] [Your Address] [City, State, ZIP] [Email Address] [Phone Number] [Date] [Recipient's Name] [Recipient's Designation] [Company Name] [Company Address] [City, State, ZIP] Dear [Recipient's Name], Subject: Follow-up on Duplicate Order (#[Order Number]) I hope this letter finds you well. I am writing to bring to your attention a concerning matter regarding a recent order that I placed with your esteemed company. On [Order Date], I submitted an order for [Product/Service Name] under the order number #[Order Number]. However, it has come to my attention that a duplicate order has been billed and processed. Firstly, I would like to inform you of my great satisfaction with your company's products/services and the promptness of previous orders. However, the occurrence of a duplicate order has caught me by surprise and has caused unnecessary frustration and inconvenience. To provide a comprehensive overview and streamline the resolution process, I would like to outline the details of the duplicate order: 1. Order Information: — Order Number: #[Duplicate Order Number] — Date Placed: [Duplicate Order Date— - Product/Service: [Product/Service Name] — Quantity: [Duplicate Quantity— - Total Cost: [Duplicate Total Cost] 2. Billing Information: — Billing Address: [Billing Address— - Payment Method: [Payment Method] I kindly request your immediate attention to rectify this issue. I trust that you understand the urgency, as this erroneous transaction has caused undue financial strain and added inconvenience to my business operations. To resolve this matter swiftly, I suggest the following course of action: 1. Refund: Please initiate an immediate refund for the duplicate order amount of [Duplicate Total Cost]. Kindly ensure that the refund is made using the original payment method mentioned above. I recommend providing me with a confirmation of refund and the expected timeline for the transaction to reflect in my account. 2. Order Verification: I request that you thoroughly review your internal systems to identify the cause of this duplicate order discrepancy. I would appreciate being informed of your findings to avoid similar incidents in the future. 3. Compensation: Considering the inconvenience caused and the time spent rectifying this issue, I kindly request for appropriate compensation, such as a discount on future orders or a credit note, to demonstrate your commitment to customer satisfaction. I kindly request that you acknowledge receipt of this letter within [timeframe] and provide me with an appropriate resolution plan. Failure to respond or rectify this matter within a reasonable timeframe may compel me to escalate this issue further and seek necessary recourse. I have attached copies of all relevant order and billing documents for your reference and verification purposes. Should you require any additional information or clarification, I am available at your convenience via [email/phone]. I trust that your company's commitment to high-quality products/services and customer satisfaction will be evident in your swift response and satisfactory resolution to this matter. I look forward to resolving this issue amicably and continuing our longstanding business relationship. Thank you for your immediate attention to this matter. Yours sincerely, [Your Name]
Georgia Sample Letter for Follow-up on Duplicate Order
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How to fill out Georgia Sample Letter For Follow-up On Duplicate Order?
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