An unauthorized transaction can be a nightmare. It means money is missing from your account. It also means you did not approve the payment. That is where a complaint letter comes in. This letter tells your bank about the problem. You might need it if you see charges you don’t recognize. Maybe a thief used your card. Or there was an error.
Writing a complaint letter can feel daunting. Where do you even start? What information do you include? Don’t worry, you are not alone. We understand this can be stressful.
That’s why we’re here to help. We’ll share letter templates for unauthorized transactions. These samples make writing your letter easy. You can quickly adapt them to your situation. Get your money back and secure your account.
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]
[Bank Name]
[Bank Address]
[Bank City, State, Zip Code]
Subject: Complaint Regarding Unauthorised Transactions on Account [Your Account Number]
Dear Sir/Madam,
I am writing to formally complain about several unauthorised transactions that have occurred on my bank account, number [Your Account Number]. I noticed these transactions on [Date you noticed the transactions] while reviewing my recent bank statement.
The unauthorised transactions are as follows:
[Date of Transaction]: [Amount of Transaction] – [Description of Transaction]
[Date of Transaction]: [Amount of Transaction] – [Description of Transaction]
[Date of Transaction]: [Amount of Transaction] – [Description of Transaction]
I did not authorise these transactions, nor did I share my bank details with anyone who might have used them. I believe my account may have been compromised.
I request that you investigate these unauthorised transactions urgently and take the necessary steps to reverse them. I also request a full refund of the amounts debited from my account due to these fraudulent activities.
I would appreciate it if you could provide me with an update on the progress of your investigation within [Number] business days. Please also let me know what steps you are taking to prevent further unauthorised transactions from occurring on my account.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Signature]
1. Subject Line: Grab Their Attention
The subject line is your clarion call! Don’t dilly-dally. Be direct and unequivocal. Instead of a bland “Complaint,” try these:
- UNAUTHORISED TRANSACTION – Account [Your Account Number]
- URGENT: Discrepancy in Account [Your Account Number] due to Unauthorised Transaction
- Formal Dispute: Unauthorised Debit on Account [Your Account Number]
2. Salutation: The Professional Greeting
Address the letter appropriately. Avoid “To Whom It May Concern.” A more tailored approach shows you’ve done your due diligence. Consider these:
- Dear [Bank Manager Name],
- Dear Customer Service Department,
- Dear Fraud Department,
If you’re unsure who to address, a quick call can ascertain the correct recipient.
3. Introduction: Setting the Stage
State your purpose immediately. Don’t beat around the bush. Clearly delineate the unauthorised transaction you are disputing.
- “I am writing to formally dispute an unauthorised transaction that debited my account on [Date].”
- “This letter serves as a formal complaint regarding a fraudulent transaction that occurred on my account [Your Account Number] on [Date].”
- “I wish to report and contest an unauthorised withdrawal from my account on [Date] for [Amount].”
Maintain a professional, yet assertive tone.
4. Body: Delving into the Details
Provide all relevant details of the spurious transaction. Include the date, amount, and any other pertinent information. Scrutinise your bank statements and provide accurate data. This section should be a meticulously crafted narrative.
- Date of the Transaction: [Date]
- Amount of the Transaction: [Amount]
- Description of the Transaction: [Where the transaction occurred or its nature]
- Account Number: [Your Account Number]
- Explain how you discovered the unauthorised transaction.
- State unequivocally that you did not authorise the transaction.
- If applicable, state that you have already taken steps like freezing your card.
Be exhaustive! The more information, the better.
5. Request for Remediation: What Do You Want?
Be explicit about what you expect the bank to do. Demand a thorough investigation and a swift resolution.
- “I request a complete investigation into this matter.”
- “I demand a full refund of the unauthorised amount to my account within [Number] business days.”
- “I expect the bank to take all necessary steps to prevent further unauthorised transactions.”
Don’t be timid; clearly articulate your desired outcome.
6. Supporting Documentation: Bolstering Your Case
Include copies of any relevant documents that buttress your claim. This might include:
- A copy of your bank statement highlighting the unauthorised transaction.
- A copy of your ID (if requested by the bank).
- Any other documentation that supports your claim (e.g., a police report if applicable).
Remember to only send copies, retaining the originals for your records.
7. Closing: A Professional Farewell
End the letter with a polite but firm closing. Provide your contact information and reiterate your expectation for a prompt resolution.
- “I look forward to your prompt response and resolution to this matter. You can reach me at [Your Phone Number] or [Your Email Address].”
- “Thank you for your immediate attention to this critical issue. I anticipate a full resolution within [Number] business days. Please contact me with any questions at [Your Phone Number].”
- “Sincerely,” or “Yours faithfully,” followed by your full name and signature.
Ensure your signature is legible, and retain a copy of the letter for your records.
This section addresses common queries regarding complaint letters for unauthorised bank transactions. It provides quick and helpful answers to guide you through the process of lodging a formal complaint.
1. What information should I include in my complaint letter?
Your letter should detail your account number, the date and amount of the unauthorised transaction(s), a clear description of the incident, and a statement that you did not authorise the transaction(s). Include copies of any supporting documentation, such as your bank statement.
2. Where should I send my complaint letter?
Address your letter to the bank’s customer service department or the department specifically handling fraud complaints. You can typically find the correct address on the bank’s website or by contacting their customer service helpline.
3. How long will it take for the bank to investigate my complaint?
The investigation timeframe can vary, but banks are generally expected to acknowledge your complaint promptly and provide updates on the investigation’s progress. In many jurisdictions, regulations dictate a maximum timeframe for resolving such disputes.
4. What if the bank doesn’t resolve my complaint to my satisfaction?
If you are dissatisfied with the bank’s resolution, you can escalate your complaint to an external dispute resolution scheme, such as an ombudsman service or a relevant regulatory authority. Details can usually be found on the bank’s website or by contacting the financial regulator in your jurisdiction.
While not always necessary, reporting the incident to the police can be beneficial, especially if you suspect identity theft or other criminal activity. The police report can also serve as additional supporting documentation for your bank complaint.
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