We are not perfect, and any of us can make mistakes. This may be an address discrepancy, for instance. If this discrepancy occurs in a document, a letter of explanation can be submitted to address the issue.
What is a letter of explanation for address discrepancy?
A letter of explanation for an address discrepancy is a letter that a person writes when they have made an error in stating an address, for instance, in a document. The letter will explain why this discrepancy in address has occurred.
Importance of a letter of explanation for address discrepancy
The explanation letter is important as it explains why an error occurred in any document related to the given address. If an error occurs, issues can arise, and therefore, the person needs to explain the situation by writing this letter. The letter is a formal way for the person to apologize for the inconvenience caused and explain why this happened.
When to write?
You may write the letter when you discover a discrepancy in the document you have submitted. You should write the letter immediately so that you can explain the situation and prevent any negative consequences.
Benefits of a letter of explanation for address variation
The letter of explanation for addressing the discrepancy is beneficial due to the following reasons:
It lets a person explain the discrepancy:
When any error occurs in a document, it can cause issues at the receiver’s end. The institute may contact the customer to inquire about the discrepancy in the address. When this happens, a customer can write an explanation letter to explain the discrepancy.
The person can communicate this professionally so that the reader will not face any confusion and so that there is no hindrance in procedures. It is essential to maintain a good impression despite the mistake you have made, and you can do this by providing a brief and clear explanation in a formal letter.
Proof of explanation:
The letter serves as proof that the customer explained the discrepancy in the address. This can be used if needed for any issue. The organization may claim that you did not notify them about the discrepancy, resulting in a delay in procedures. If this occurs, you can show the explanation letter and when you sent it.
It allows the institute to know about addressing the discrepancy:
Due to an address discrepancy in a document, the recipient may encounter difficulties with procedures. They will not know which address to use and will be confused about why a discrepancy is present. They will need to understand why this is the case, so that procedures can be continued effectively. With the help of the letter, they will understand the reasons behind this and can then proceed with the procedures accordingly. You can show the institute that you are sorry for the mistake you made.
Sample letter
Date
Name of Receiver
Address of Receiver
Subject: Letter of explanation for address discrepancy
Dear Sir/Madam,
I am (tell your name) and an account holder in your bank with the account number (state your account number). I received a letter from the bank requesting that I explain the discrepancy in my address on the statement. I am writing this letter in response to this.
I mentioned two different addresses by mistake. I have moved to a new address, and there are many documents that require this change of address. I intended to change the address wherever my old address was given. However, there are still some places where I need to make changes. I was unable to change the address on the document I submitted to your bank; therefore, it made my details appear ambiguous.
I apologize for the inconvenience caused by this. My address is (please provide your address clearly). I want the bank to use this address for all future correspondence. If you have any questions or concerns, please don’t hesitate to contact me at (give your phone number).
Sincerely
(Your Name)
Signatures
Sample Letter File 39 KB
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