Mistakes in documents and records can happen in any kind of setting. A correction letter is written when an error is realized in a particular document and needs to be amended. It can be written by the person who made the error or the person who has noticed the mistake done by someone else.
It is addressed to the relevant person who has made the mistake or to the party whom the document is referred to.
A correction letter is used to inform the relevant party of a mistake that was done and request them to correct it. It is also an official way of informing a person of changes that have been done on a particular document.
A correction letter can be used to explain how the error occurred what has been done to correct it. The writer can apologize for the mistake and the inconvenience that may result from the error.
Tips for writing a sample correction letter
- Identify yourself
- Explain the error and the situation in which it occurred precisely
- Make a request for correction of the mistake
- Apologize for the mistake you have incurred
- You may give a claim or policy number that is relevant to the document
- Attach supporting documents
- Provide the correct information
- Keep the letter short and precise
- Write a courteous and respectful letter
Sample Correction Letter Templates
If a mistake is realized in an official document and there is a need for change, it is important to inform the relevant person in writing. Have a look at the correction letter template and sample letters for reference.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
My name is ____________, an new employee in your organization ____________ in the ____________ department. I started working with you on ____________ (date). I wish to bring to your kind attention that my contract letter has a few errors.
My name is written wrong ____________ instead of ____________. The national identity number indicated does not belong to me, my identity number is ____________. I hereby attach a copy of my national identity card for your reference with the correct name and identity number.
I understand this could be a typing error and I wish to request for amendment of the contract. I am unable to process my employee health cover because of these errors. Kindly make the correction and send to me a corrected contract as soon as possible.
Please also find the contract letter with errors underlined for your reference. Please contact me on my email ____________ should you have further questions or concerns. I look forward to receiving the corrected letter soon
Thank you in advance.
Yours Sincerely,
__________
(__________________)
From,
________
______
________
Date-
To,
______
________
______
Subject: [Mention the correction to be made]
Respected Sir/Ma’am,
This letter is written to kindly make you aware that ________________ [mention and describe your problem and the pertinent correction that is to be made].
I believe the reason or the cause of this problem might be ____________ [outline your suspicions any complaints]. I sincerely request you to look into this matter as it will only help you in serving your customers better.
Thanking you,
__________ [Your name and other details]
Sample Correction Letters
When changes are made on any record for a particular reason, the relevant people should be informed of the changes. Here is a sample correction letter that you can customize to your needs.
From,
Kathrine Cabrera,
65 Lees Creek St.
Mahopac, NY 10541
United States
Date:____________ (Date on which letter is written)
To,
Herbert Moore,
Elight Power Company
126 Garden Drive
Beltsville, MD 20705
United States
Sub; Correction letter
Dear Mr. Moore,
I hereby write this letter with reference to your complaint letter dated 7th February 2020 on electricity bill issued to you of $80 instead of $50 for January.
We have checked our billing system and would like to confirm that $30 was erroneously billed to your account. We have made the corrections on our systems and we assure you that this mistake was unintended. Kindly accept our sincerest apologies for the inconvenience that would have accrued from this error.
Since the money cannot be reversed to you, we have carried it forward to your next billing. Kindly find the correct electricity bill for January 2020 for your reference. We have resolved to countercheck all the electricity bills before dispatching them to our customers to avoid such mistakes.
We apologize and assure you of the best services always.
Thank you.
Yours Faithfully,
__________
Kathrine Cabrera
From,
Kathrine Cabrera,
65 Lees Creek St.
Mahopac, NY 10541
United States
Date:____________ (Date on which letter is written)
To,
Herbert Moore,
Elight Power Company
126 Garden Drive
Beltsville, MD 20705
United States
Sub; Correction letter
Dear Sir,
I’m writing you this letter to bring it your kind attention that there has been a mistake with my telephone bill for this past month of July. There have been some additional charges made on the Internet combination I have opted for with your company. However, none of these charges are logical as I have not used the Internet connection in my house even for a day this past month.
I request you to look into the matter and send me a new bill as soon as possible.
I’m sorry for any inconvenience caused.
Thanking you,
___________
Correction Letter Email Format
Have you realized wrong the information given in a particular document and you want to change it? Check out a sample correction letter in an email format that you can use to write a polite and concise letter.
Dear Mrs. Franklin,
My name is Carla Sampson. I have been a client of Britam Medical Coverage for three years. I wish to bring to your kind attention that there is an error in my medical cover statement. Last week 16th January 2020 I changed my preferred hospitals but the documents I have received still read my previous choices.
I choose Mediaeval Hospital for inpatient services and Plainsview Hospital for outpatient services. I had these choices well written in the request form to change hospitals which I presented to your offices. Kindly find the attached copy of the request form for your reference.
Please update my medical cover statement so that I can access medical services in my preferred hospitals. I am unable to go to the previous hospitals since I was transferred to a new location. Kindly check your records and amend the necessary document.
Please regard this matter with urgency. I hereby provide my reference number S7394 for quick retrieval of the records. I look forward to your assistance. In case you have any queries on this matter, please call me on my mobile 273-204-8706.
Thank you in advance.
Warm Regards,
Carla Sampson
Conclusion
Unintentional mistakes are common in official documents and records. When a mistake is realized it is important to communicate to the relevant authority in writing.
Such a letter, one should explain the error precisely, give the reason it could have occurred, what has been done to correct it, apologize for the inconvenience and give the correct information. It should be short, concise, and written in a polite language.
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