An unauthorized transaction on your bank statement is frustrating. It can also be scary. A “Sample Letter To The Bank For Unauthorised Transaction” helps you report it. You’ll use it when money disappears without your permission. This letter is a formal way to alert your bank to fraud.
Need to write this type of letter? You’re in the right place. We know writing letters can be hard. That’s why we’re here to help.
We’ll give you templates and samples. These will make writing your letter much easier. Get ready to report those unauthorized transactions. We’ve got you covered with easy-to-use examples.
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Bank Manager Name]
[Bank Name]
[Bank Address]
Subject: Unauthorized Transaction on Account [Your Account Number]
Dear [Bank Manager Name],
I am writing to report an unauthorized transaction on my account, number [Your Account Number]. On [Date of Transaction], a transaction of [Amount] was made from my account that I did not authorize.
I have reviewed my transaction history and can confirm that I did not make this transaction. I believe my account may have been compromised.
I request you to investigate this matter urgently and reverse the unauthorized transaction. I also request you to take necessary steps to prevent further unauthorized transactions on my account.
I have attached a copy of [Relevant documents, if any, e.g., transaction statement highlighting the unauthorized transaction].
I look forward to your prompt response and resolution to this issue. You can reach me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Name]
Subject Line: A Concise Declaration
The subject line is your initial salvo. It needs to be both succinct and unambiguous. Opt for clarity over creativity. A humdrum subject line might read: “Unauthorised Transaction – Account [Your Account Number]”. However, to inject a touch of gravitas, consider “Formal Complaint: Unauthorised Debit from Account [Your Account Number]”. It’s a subtle shift, but it underscores the seriousness of your predicament.
Salutation: Establishing a Formal Rapport
While you might be incandescent with rage, refrain from venting in the salutation. Maintain a veneer of professionalism. “Dear Bank Manager,” is a safe bet. If you know a specific contact person, “Dear Mr./Ms. [Contact Person’s Last Name],” demonstrates due diligence. Avoid overly familiar greetings like “Hi” or “Hello,” which might undermine the gravity of your claim.
Body Paragraph 1: The Imperative Introduction
Dive straight into the heart of the matter. State your account number, the date of the unauthorised transaction, and the amount in question. Precision is paramount here. Include specifics like:
- Your full name and account number.
- The exact date the transaction occurred.
- The precise amount debited.
- A brief, factual description of the transaction (e.g., “ATM withdrawal”, “Online purchase”).
For instance: “I am writing to formally contest an unauthorised debit of $500 from my account [Your Account Number] on October 26, 2023. The transaction is listed as an online purchase from ‘Dubious Retailer Inc.,’ which I did not authorise.”
Body Paragraph 2: Elucidating Your Position
Now, elaborate. Emphasise that you did not authorise the transaction and that you’ve taken steps to mitigate any further malfeasance. Consider including:
- A statement declaring you did not authorise the transaction.
- Confirmation that you still possess your debit/credit card.
- If applicable, that you’ve already reported the incident to the authorities.
- That you have already changed your PIN and passwords.
For example: “I unequivocally state that I did not authorise this transaction. My debit card remains in my possession, and I have already initiated a formal inquiry with my local constabulary regarding this fraudulent activity. I have also changed all related PINs and passwords as a precautionary measure.”
Body Paragraph 3: Demanding Rectification
This is where you articulate your desired outcome. Be explicit about what you expect the bank to do. Request a full refund and a thorough investigation. Include:
- A clear request for a full refund of the disputed amount.
- A demand for a comprehensive investigation into the transaction.
- A timeline for when you expect a resolution.
- State that you are willing to cooperate with the investigation.
For example: “I demand a full refund of the $500 debited from my account. Furthermore, I expect a comprehensive investigation into this unauthorised transaction. I anticipate a resolution within [Number] business days. I am available to cooperate fully with your investigation at your earliest convenience.”
Closing: Reaffirming Professionalism
End the letter with a formal closing that reinforces your professional demeanor. Options include “Sincerely,” “Yours sincerely,” or “Respectfully,” followed by your full name. Avoid informal closings like “Thanks” or “Best.”
Enclosures: Fortifying Your Claim
If you have any supporting documentation, such as a police report or a screenshot of your account statement, mention it in the letter and physically include it. Add a line at the end of your letter before the closing stating “Enclosures: [List of documents]”. This provides concrete evidence and bolsters your claim’s legitimacy. For example: “Enclosures: Copy of Police Report, Screenshot of Account Statement.”
This section provides answers to common queries regarding letters to banks concerning unauthorised transactions.
Understanding your rights and the correct procedure is crucial for a swift resolution.
What information should I include in my letter?
Your letter should clearly state your account number, the date and amount of the unauthorised transaction, and a detailed description of the transaction. Include any supporting documentation you may have.
To whom should I address the letter?
Address the letter to the bank’s customer service department or the fraud department if you have the specific contact information. If not, address it to “The Manager” of your local branch.
How should I send the letter to the bank?
It is recommended to send the letter via registered mail or courier service to ensure proof of delivery. You can also submit it in person at your local branch and request a confirmation receipt.
What if the bank does not respond to my letter?
If you do not receive a response within a reasonable timeframe (typically 10-15 business days), follow up with a phone call to the bank’s customer service department. Keep a record of all communication.
What if the bank denies my claim?
If the bank denies your claim, request a written explanation of their decision. You may then consider escalating the matter to a higher authority within the bank or filing a complaint with the relevant regulatory body.
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