Dear …

RE: __(Reference Name – Account #)__

I would like to bring to your attention, an erroneous situation that has been going on for __(#)__ __(years/months/weeks)__ now. Enclosed you will find a copy of a letter that I received from your accounting department on __(date)__, stating that my account is current, with no outstanding balances. I have spent a great deal of time already with representatives from __(name of company)__, proving that my account does not have any outstanding balances.

I don’t know what is going on with your accounting system, but somehow the same error in your records keeps showing up, placing an outstanding amount of __($amount)__on my account. Each time this error occurs, your company contracts a Collection Agency to harass and threaten me for monies I do not owe. This same situation has occurred __(#)__ times now, and each time I have had to take the time to prove my case, providing evidence that there is no outstanding balance on my account. I have gone through this rigmarole over and over and over. It has does nothing but subject me to unwarranted threats and harassment and continually costs me time and money to prove, yet again, that another error has occurred.

I have reached the point where I will no longer tolerate this situation. Please consider this as my last and final request to __(name of company)__ to make the appropriate adjustments on my account, making certain this not happen again. I want you to be aware that I am now prepared to take legal action against __(name of company)__ to ensure that this continuous harassment ceases.

I trust you will check into this matter as quickly as possible and bring it to an expeditious end. I look forward to hearing from you soon to confirm that this situation has finally been dealt with appropriately.

Yours truly,