Request to Check and Correct Records
Guidelines
State immediately that you want to verify, question, or correct a record.
Give full details about the records to which you refer, not simply the one item you need to check. With only one identifying detail, the reader may have trouble locating the information or may overlook other discrepancies that neither of you knows about.
Ask for a response so you know your message was received and your requested action taken. If your verification is routine, you may use the “unless I hear from you...” approach. Caution: What happens if your intended reader is out of the office for an extended time?
Unless it is obvious to your reader, mention the importance of a speedy correction. If you have in mind a certain response date, say so.
Assume a tone of mutual responsibility and competence. Never imply your records could contain no error and the reader’s records are always the incorrect ones. (Avoid: “Our records show that ...; would you please correct yours accordingly.”) Rarely is it necessary to place blame for the error; focus instead on verifications and/or corrections.
Email This Page!