Writing an effective apology letter for overpaying an employee requires clarity and politeness. Start by addressing the employee, explaining the mistake, and stating the overpaid amount and the correct amount. Request a refund politely and provide the necessary bank details for the transfer. Always end the letter with a polite thank you and your contact information.
Sample Letter of Apology to Employee for Overpayment
To,
_____________ (Name of the Employee),
_____________ (Department)
Date: __/__/____ (Mention date)
Subject: Apology for overpayment
Dear ____________ (Employee name),
This letter is in reference to the recent payment that we have made to your account for your _________ (salary/ reimbursement/ travel charges/ any other). Accidentally, we made a payment of the amount _________ (mention amount) whereas, we were supposed to make a transfer of _______ (mention amount).
Therefore, I write this letter in order to appeal to you for refunding the overpayment done. You may transfer the amount to account details mentioned below:
Account Number: ____________ (Mention account number),
Account Name :______________ (Account Name as per Bank records)
IFSC Code: ______________ (Mention your IFSC Code),
Branch Address: ____________ (Mention Branch Address)
I expect your quick action in this regard.
Regards,
______________ (Signature),
______________ (Your Name),
______________ (Designation),
______________ (Contact number)
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FAQs
- What should I include in the subject line of the apology letter?
- The subject line should clearly state the purpose of your letter, such as "Apology for Overpayment."
- How should I address the employee in the letter?
- Address the employee respectfully, using "Dear [Employee name]."
- What details about the overpayment should I mention in the letter?
- Include the overpaid amount, the correct amount, and the reason for the overpayment.
- How can I request a refund politely?
- Politely ask for the refund by stating, "I kindly request you to refund the overpaid amount," and provide the necessary bank details for the transfer.
- What is a polite way to close the apology letter?
- End with a polite thank you, such as "Thank you for your prompt attention to this matter," followed by your signature, name, and contact information.
Kshitij Tarun 
lettersdadmin