The Double Payment Refund Request Letter is a formal document used when a party has accidentally made the same payment twice and needs to request a refund from the recipient. This document type is particularly important in the Belgian legal context, where it must comply with specific civil code provisions regarding undue payments and restitution. The letter should be used promptly upon discovery of a double payment and must include specific details about both transactions, clear evidence of the double payment, and the sender's bank details for the refund. It serves as both a formal request and a potential legal record if further action becomes necessary. The document is structured to align with Belgian financial regulations and payment services legislation, making it suitable for both business-to-business and business-to-consumer contexts.
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1. Sender Details: Full name, address, and contact information of the person/entity requesting the refund
2. Recipient Details: Name, department, and address of the organization that received the double payment
3. Date: Current date of the letter
4. Subject Line: Clear indication that this is a double payment refund request
5. Payment Details: Specific information about both payments including dates, amounts, and reference numbers
6. Explanation: Clear description of how the double payment occurred
7. Evidence Reference: Reference to the attached proof of double payment
8. Refund Request: Formal request for refund including the exact amount
9. Bank Details: Account information for receiving the refund
10. Closing: Professional closing with signature and contact information
1. Previous Communication Reference: Include if there have been prior attempts to resolve the issue
2. Urgency Statement: Include if the refund is particularly time-sensitive
3. Legal Framework Reference: Include reference to relevant laws if the recipient has been unresponsive to previous requests
4. Timeline Request: Include if seeking confirmation of when the refund will be processed
5. Additional Costs: Include if requesting compensation for any bank charges or fees incurred due to the double payment
1. Bank Statements: Copies of bank statements showing both payments
2. Transaction Records: Detailed transaction records or receipts for both payments
3. Previous Correspondence: Copies of any previous communications regarding the double payment
4. Payment Confirmation Emails: Any system-generated emails confirming the payments
5. Account Summary: Summary of the account showing the double payment situation
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