An unauthorized transaction can be scary. It means someone accessed your bank account without your permission. You’ll need to write a formal letter to your bank in this case. This letter reports the incident and asks for a refund.
Need help writing that letter? You’re in the right place. We’ve got you covered with sample letters.
This article provides ready-to-use templates. These samples will make writing your letter easy. You can quickly adapt them to your situation.
Sample Letter To The Bank For Unauthorised Transaction
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Bank Name]
[Bank Address]
**Subject: Unauthorised Transaction on Account [Your Account Number]**
Dear Sir/Madam,
I am writing to report an unauthorised transaction on my account, [Your Account Number], which occurred on [Date of Transaction]. The transaction was for [Amount] and was debited from my account without my permission.
I did not authorise this transaction, and I believe my account may have been compromised. I have attached a copy of my bank statement highlighting the unauthorised transaction.
I request you to investigate this matter urgently and reverse the unauthorised transaction. I would also appreciate it if you could take necessary steps to prevent any further unauthorised access to my account.
I look forward to your prompt response and resolution of this issue.
Sincerely,
[Your Signature]
[Your Typed Name]
How to Write Letter To The Bank For Unauthorised Transaction
Subject Line: Brevity is Key
- Craft a subject line that immediately flags the urgency and nature of your correspondence.
- Example: “Unauthorised Transaction – Account [Your Account Number] – Urgent Action Required”
- Avoid ambiguity; be direct and unequivocal. A nebulous subject line might delay processing.
Salutation: Address Appropriately
- Commence with a formal salutation. “Dear Bank Manager” or “To Whom It May Concern” are both acceptable.
- If you know the specific officer handling disputes, addressing them directly lends a personal touch and may expedite the resolution.
- Avoid overly familiar greetings. This is a formal complaint, not a casual chat.
Opening Paragraph: Immediate Disclosure
- State your account details unequivocally: account number, name on the account, and contact information.
- Immediately declare the fact of the unauthorised transaction. For instance: “I am writing to report an unauthorised transaction on my account [Your Account Number] on [Date].”
- Mention the disputed amount. Clarity at the outset forestalls needless back-and-forth.
Body: Detailed Account of the Incident
- Provide granular details about the unauthorised transaction. Include the date, time (if known), amount, and any identifying information about the transaction (e.g., merchant name if available).
- Assert that you did not authorise the transaction. Use assertive language, such as: “I vehemently deny authorising this transaction.”
- If you suspect fraud or a compromised card, state this suspicion explicitly. “I suspect my card may have been compromised.”
- If applicable, mention any steps you have already taken, such as freezing your card or changing your PIN.
Demanding Redress: State Your Expectations
- Clearly state what you expect the bank to do. Typically, this involves a request for a full refund of the unauthorised transaction.
- Indicate a reasonable timeframe for the bank to investigate and resolve the issue. Two weeks is often considered a fair period.
- Mention that you expect to be kept informed about the progress of the investigation.
- Use phrases like, “I expect a full reimbursement within [Number] days” or “I look forward to a prompt resolution to this egregious error.”
Supporting Documentation: Fortifying Your Claim
- Mention any supporting documents you are including with the letter. This could be a copy of your ID, a police report (if you filed one), or any other relevant documentation.
- State clearly, “Please find enclosed copies of [Document 1], [Document 2], etc., to support my claim.”
- Even if submitting electronically, enumerate the attached files for clarity.
Closing: Formal and Professional Demeanour
- Close with a formal valediction such as “Sincerely” or “Yours Faithfully.”
- Include your full name, signature (if sending a physical letter), and contact details (phone number and email address).
- Retain a copy of the letter for your records. This is crucial for any subsequent follow-up.
Frequently Asked Questions: Unauthorised Transaction Letter
This section addresses common queries regarding writing a sample letter to your bank to report an unauthorised transaction.
It provides guidance on effectively communicating your concerns and initiating the investigation process.
What information should I include in the letter?
Your letter should include your account number, transaction date, transaction amount, a clear description of the unauthorised transaction, and a statement that you did not authorise it. Include your contact information for easier communication.
How quickly should I send the letter to the bank?
It is crucial to send the letter as soon as you discover the unauthorised transaction. Prompt reporting increases the chances of recovering the funds.
What if I don’t know the exact date of the transaction?
Provide an estimated date range during which the transaction likely occurred. The more accurate the range, the easier it will be for the bank to investigate.
Should I send the letter via email or postal mail?
Sending the letter via certified postal mail provides proof of delivery. Email is acceptable if you also follow up with a phone call to confirm receipt.
What happens after I send the letter?
The bank will investigate the transaction. They may contact you for further information. Keep records of all communication with the bank during the investigation.