Errors are to be corrected. When you make an error in a business transaction, it is but proper to rectify it immediately. Remember that your clients put a great deal of trust and confidence in the company.

They did not only invest their money but also their confidence that you would be sending them the correct shipment. Businessmen are always precise in their orders. They set a certain date for them to replenish their stocks, especially if their business is sales.

It is important to send the correct items immediately after the discovery of the error. This will prevent customers from withdrawing their orders.

Here is an example of a letter explaining why an error that has been made and how the company can rectify such mistake.

SAMPLE

December 13, 2010

Joanna Reed
2345 Antioch Drive
Queens, NY 02345

Dear Ms. Reed,

I apologize for the mix up on your last shipment. This pertains to the shipment our company sent you last November 20, 2010. We just found out that our order sheet does not tally with our sales invoice. Our order sheet indicates that you wanted 500 pieces of leather jackets but our sales invoice indicates that 500 pieces of linen sheets have been delivered. Our clerk mixed up the accounts of our customers.

Thus, the wrong items were sent to you. The clerk is a new employee and she is still undergoing training. She has only been with the company for one week and she is not yet familiar with our order sheets and sales invoices.

I am not trying to make any excuse for this mistake. We value our customer’s business. We know that you have been expecting this shipment for a week. We are very sorry for the inconvenience that this error brought you. I assure you that this will not happen again. I will make sure that someone will double check the list of invoices before the shipment.

As a way of making up for this error, the company is extending your credit for another 15 days. You have been a customer of our company for a long time and we hope that you will still put your trust in our company. Thank you so much for understanding the situation.

John Smith
Customer Service Manager

Paying taxes is one of the most important duties of a citizen, but it is also essential to pay the right taxes. But sometimes, with many people filing for new taxes most officials made mistakes without them knowing it.

If you are concerned about paying on the wrong taxes, better send a Correction Request Letter to the Government Tax Office.

A Correction Request Letter is sent if a tax official miscalculated, mistyped or forgot the necessary salary and assets information. You have to write in a brief and formal manner and be accurate about all the necessary corrections.

If you have evidence to support your claims, don’t be afraid to include the copies in your letter. Also include you tax payer number and contact information for further questions.

Here is a sample letter for a correction request:

SAMPLE

April 01, 2011

Frederick Flores
Complaints Manager
Taxation Office
1604 Werninger Street
Houston, Texas 77006

Dear Sir,

I like you to pay attention to my tax record for the year 2009-2010. There have been many mistakes that I would like for you to act upon. First, the tax returns didn’t list me as a single father.

Second, my annual salary is $12500 and not $15200. Lastly, there are also other miscellaneous taxes that I was not even qualified for. According to my calculations, I should be paying less that what is stated on my tax returns.

Attached with this letter are the copies of important documents including my son’s birth certificate and my employment certificate. My tax number is 463-296-3458. Please look upon my older forms and act fast so that I can pay my taxes right on schedule. If you have other inquiries, please contact me at SheldonStone@radiomonthly.com or at 602-551-1425.

I hope to hear from you soon.

Truly yours,

Sheldon Stone

In business, any error could affect a great deal in maintaining a good and long term relations with a client/customer. It is expected that whenever an error has been done, by the company or any employee thereof, it is only expected and necessary for the establishment to make proper action to solve the problem as soon as possible.

Writing a letter to confirm correction or revision is one way of taking responsibility.

It is important that, when writing this letter the company focuses on the solutions to resolve the situation, your tone should be sincere, considerate, and apologetic. Take time to explain briefly, detailing what happened.

Blame no one. Be objective, give straightforward facts, and avoid making excuses.

Also, communicate the revisions or corrections made to those who are involved for uniformity of information.

Example

Date

Name of Addressee
Address

Dear (Sir/Madame):

We have received your letter, dated February 28, informing us of the error made on page 18 of our product magazine. Upon our review, we found out that there was, indeed, an error in printing.

While it is too late to correct the error made in this printing, we assure you that the necessary revisions are already made and have been proofread the entire magazine again to ensure that in the next batch of printing we will have the accurate information. We apologize for any inconvenience this error may have caused you.

Please accept our sincere gratitude for the time you have spent in writing this letter. We guarantee that your effort is not wasted. This further motivates us to improve our publication and services in the years to come.

Thank you.

Sincerely,

Name of Sender
Title

Gentlemen:

Pursuant to your request as to a clarification on the
apparent derogatory findings in your review of my credit
history, I am submitting this correspondence for your
consideration, as well as the lender concerned. Please
be advised as follows:

1. The account held in the name of Bernard T. Emerson
with Gourmet Foods, is not mine.

2. I have asked my secretary to forward a copy to you
of the paid check issued to Flowers Unlimited over
six months ago.

3. I have never maintained a charge account with Lewis
Brothers Furniture Company, nor have I ever resided
at the address indicated in their report.

I sincerely hope that this will assist you in producing an
up to date report. If you should require further
information, please don’t hesitate to call my office.

I would be appreciative if you would forward your updated
report to the lender. Please feel free to include this
correspondence if you so choose.

Dear

Please find the enclosed copy of my deposition which I
have signed noting the following corrections:

1. On page , line , my response should read

2. On page , line , my response should read

I would appreciate it if you would arrange to have this
document sent to counsel for [other party to litigation]
in the appropriate manner. Thank you.