Dear ______________

I received your letter of _____________ (date), in which you state that your records indicate my present balance owing is ____________ (amount).

As of______________ (date), I did, in fact, have an outstanding balance of _________ (Amount). On______________ (date), I mailed a check to the store in the amount of _______________ (amount). When this payment failed to appear as a credit on my last bill, I telephoned the credit office and spoke with a young woman who, after locating a record of the payment, assured me that the credit would appear on the next bill.

I am enclosing a Xerox copy of my cancelled check dated _____________. I shall appreciate your prompt efforts in correcting this error in my account as soon as possible. Thank you for your early attention to this matter.