OK, but don't blame me for a long post. Here is a possible series of letters depending on the circumstance, which is prior to the letters text in these examples.
Provisional Credit Letter
<Date>
<Customer Name>
<Customer Address>
<Customer Address>
Dear <Name>,
This letter is to inform you that on _<date>_ your account _<(number)>_ was given a provisional credit in the amount of _<deposit amount>_.. This is a temporary credit provided for you until we have completed your claim.
This provisional credit is in response to the electronic fund transfer claim you filed on _<date>_. This credit is being made to your account while we investigate your claim. The final resolution of your claim will be determined as quickly as possible, but no later than _<date>_. Until your claim is resolved, you have full use of these funds.
If your claim is denied, this provisional credit will be debited (charged) against your account. You will be notified in this event.
Should you have questions regarding this provisional credit, please do not hesitate to call me at _<phone number>_.
Sincerely,
<investigator name>
ATM Department
Certified Mail # <number>
Return Receipt Requested
==============================
Resolution of Claim - Error
<Date>
<Customer Name>
<Customer Address>
<Customer Address>
Dear <Name>,
This letter is to inform you that we have made a final determination regarding your electronic fund transfer claim dated _<date>_.
{Case facts inserted here.}
Based on the facts of our investigation, your claim is found to be valid. As of _<date>_, your account <(number)>_ has been credited for a total of _<$amount>_. This amount is itemized as follows:
Claim Amount: $
Less your liability: $
Plus fees, charges & interest $
Amount of deposit $
Should you have questions regarding this claim, please do not hesitate to call me at _<phone number>_.
Sincerely,
<investigator name>
ATM Department
Certified Mail # <number>
Return Receipt Requested
===================================
Resolution on Claim - Error - Provisional Credit
<Date>
<Customer Name>
<Customer Address>
<Customer Address>
Dear <Name>,
This letter is to inform you that we have made a final determination regarding your electronic fund transfer claim dated _<date>_.
{Case facts inserted here.}
Based on the facts of our investigation, your claim is found to be valid. On _<date>_ you were notified of a provisional credit (a temporary credit until we have completed our investigation) being made of _<$amount>_ to your account _<(number)>_. This provisional credit is permanent and is not subject to reclamation by the bank.
We apologize for any inconvenience this error may have caused you.
Should you have questions regarding this claim, please do not hesitate to call me at _<phone number>_.
Sincerely,
<investigator name>
ATM Department
Certified Mail # <number>
Return Receipt Requested
==========================================
Resolution of Claim - No Error
<Date>
<Customer Name>
<Customer Address>
<Customer Address>
Dear <Name>,
This letter is to inform you that we have made a final determination regarding your electronic fund transfer claim dated _<date>_.
{Case facts inserted here.}
Based on the facts of our investigation, we do not find that an error has occurred. Therefore, no funds will be credited to your account as a result of this claim.
Please contact me at _<phone number>_ if you would like to review the evidence which was used to resolve your claim, or if you have any further questions.
Should you have questions regarding this claim’s process, please do not hesitate to call me at _<phone number>_.
Sincerely,
<investigator name>
ATM Department
Certified Mail # <number>
Return Receipt Requested
=============================
Resolution of Claim - No Error - Provisional Credit Debited
<Date>
<Customer Name>
<Customer Address>
<Customer Address>
Dear <Name>,
This letter is to inform you that we have made a final determination regarding your electronic fund transfer claim dated _<date>_.
{Case facts inserted here.}
Based on the facts of our investigation, we do not find that an error has occurred. Your account _<(number)>_ was given a provisional credit (temporary until we completed the claim investigation) in the amount of _<$amount>_ on _<date>_.
As of this date, the provisional credit amount is being charged back against your account. We will honor checks, drafts and similar paper instruments payable to third parties and preauthorized transfers against your account (based on this amount being charged back) for five business days from today. Additionally, we will not charge you any handling fees if your account becomes overdrawn because of the charge-back.
Please contact me at _<phone number>_ if you would like to review the evidence which was used to resolve your claim, or if you have any further questions. If you have any comments about this claims process, please call the ATM Department and ask for the department manager, Anonymous.
Sincerely,
<investigator name>
ATM Department
Certified Mail # <number>
Return Receipt Requested
==============================================
Final Determination of Claim - Withdrawn
<Date>
<Customer Name>
<Customer Address>
<Customer Address>
Dear <Name>,
You advised us that you have chosen to withdraw your electronic fund transfer claim originally filed on _<date>_.
{Facts of case.}
Based on the above facts, you have concluded that no error occurred, thus we are closing this claim.
Please contact me at _<phone number>_ if you have any further questions. If you have any comments about this claims process, please call the ATM Department and ask for the department manager, Anonymous.
Sincerely,
<investigator name>
ATM Department
Certified Mail # <number>
Return Receipt Requested
Case facts are , Who placed the claim, What was taken, When did they occur, who did you talk with, photos were(not) reviewed, etc...
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