How to Write a Formal Letter to a Bank Branch Manager About Unauthorized Transactions

When you discover unauthorized transactions on your bank account, writing a clear and professional letter to your bank's branch manager is an effective way to initiate an investigation and ensure the accuracy of your account balance. This guide will walk you through the essential steps and considerations to include in your letter.

Key Steps to Write a Formal Letter to a Bank Branch Manager

Here are the key steps to follow when writing a formal letter about unauthorized transactions on your account:

Step 1: Clearly State the Purpose of the Letter

Begin your letter by stating your intent clearly. Mention that you are writing to report unauthorized transactions and to request that the bank investigates and corrects them.

Step 2: Provide Detailed Information

Detail the unauthorized transactions by providing the following information:

Exact dates of the transactions Amounts involved in the transactions Transaction numbers or reference IDs (if available) Account number from which the transactions were made

Step 3: Explain the Circumstances

Explain that you did not authorize these transactions and inform the bank of the security measures you have in place. This helps the bank in determining the possibility of a security breach.

Step 4: Request for Investigation and Correction

Request the bank to conduct an investigation and reverse the unauthorized transactions. Additionally, request written confirmation once the investigation is complete and the transactions have been corrected.

Step 5: Assert Your Rights and Expectations

Politely but firmly state that you expect a timely resolution to the issue. Provide your contact information for follow-up.

Step 6: Close the Letter Professionally

End your letter respectfully and professionally. A sample closing sentence could be:

I look forward to your prompt action on this matter and a written confirmation once the investigation is complete.

Common Scenarios of Unauthorized Transactions

Several scenarios can lead to unauthorized transactions on your account. These include:

Branch Mistakes or Cybersecurity Breaches

It is not uncommon for banks to make errors or for cybercriminals to exploit vulnerabilities, leading to unauthorized transactions. In such cases, reporting the issue to the branch manager is crucial.

Signature Forgery

Transactions can be made without your authorization if someone forges your signature. A detailed report of this type of activity must be filed with the bank.

Awareness of Your Rights

Depending on the nature of the transaction, you may or may not be able to request the reversal of entries. Here are some educational points:

Interest, Charges, and Fees

Transactions related to interest, charges, and fees are generally not subject to reversal without additional evidence. However, if there are discrepancies, you should still report them to the branch manager.

Deposits by Third Parties

If you find deposits or credits by third parties that are not due to you, you should write to the branch manager to inquire and, where applicable, request the reversal of the entries.

Sample Letters for Different Transactions

Here are sample letters for different scenarios, highlighting the necessary information and language:

Example 1: Erroneous Entries

To the Manager,
Branch: [Branch Name], [Address]
Dear Manager/Sir,
Subject: Erroneous Entries in Account No. [Account Number]
I draw your very urgent attention to the following erroneous entries made in my account [Account Number] without my authorization by cheques, written orders, or online transactions:
Transactions:
Date: [Date], Amount: [Amount]
Date: [Date], Amount: [Amount]
Needless to say, I am extremely worried about these unauthorized transactions booked in my account.
I strongly urge you to reverse the entries following a detailed investigation. Please confirm immediately over the telephone and provide a written confirmation once the investigation is complete.
While I wait, I remain
Yours sincerely,

Example 2: Requests for Reversals

To the Manager,
Branch: [Branch Name], [Address]
Dear Manager/Sir,
Subject: Request for Reversal of Erroneous Entries in Account No. [Account Number]
I am writing to request the reversal of the transactions posted to my account [Account Number] that were not authorized by me.
The transactions in question are:
Date: [Date], Amount: [Amount]
Date: [Date], Amount: [Amount]
I am uncertain of the source of these transactions and cannot confirm their legitimacy.
I would greatly appreciate if you could provide the details before instructing any reversal. In any case, I am working towards returning the money to its rightful owner.
Please confirm the transaction details and promptly reverse the entries. I look forward to your prompt action on this matter and a written confirmation once the investigation is complete.
While I wait, I remain
Yours sincerely,

Conclusion

By following these guidelines and using the provided templates, you can effectively communicate your concerns and ensure that your bank takes appropriate action to rectify unauthorized transactions on your account.