Account reconciliation letter and email sample
An account reconciliation letter (cari mutabakat mektubu) is a one-page letter in which a business asks the other party “as of a given date, our records show your account at this balance — do you confirm it?”. It contains the cut-off date, the names of both parties, the balance amount (in figures and in words), whether the balance is a debit or a credit, a “we agree / we do not agree” box for the other party to tick, and a stamp-and-signature area. An account statement always goes with it — the letter shows that a difference exists, the statement shows where it comes from.
This page has the text you will send: the letter body, the email text and the reply to a reconciliation email you receive. The procedure of reconciliation — setting the cut-off date, finding the difference — is a separate job and is explained step by step on the how to reconcile accounts page. If you want not confirmation of the balance but a statement of the other party's transactions, the letter is different: the how to request an account statement page has a sample statement-request email and letter.
The eight fields of the reconciliation form
Both the letter and the form carry the same eight pieces of information. Every missing field means the other party sends back a question instead of an answer:
| Field | Why it's needed |
|---|---|
| Cut-off date | The day as of which the balance is given. The same date must appear at the top of the letter and inside the balance sentence; seeing two different dates stops the other party at the first sentence. |
| Names of both parties | The full legal name of the sending and receiving companies. Don't abbreviate: when two companies of the same group get mixed up, instead of looking for the difference you end up getting the wrong account confirmed. |
| Tax office and number | Most cases where the same company sits on two separate account cards are caught here; when the other party sees the number, they know which of their cards to open. |
| Balance — in figures and in words | Write the amount both in figures and in words. On documents that are filled in by hand and become illegible after scanning, the written amount is the only reliable field. |
| Direction of the balance: debit or credit | This is the most often skipped field. A sentence like "a balance of ₺19,000" can be read in opposite ways by the two sides; saying "a debit balance in our records" closes the argument before it starts. |
| “We agree / we do not agree” box | Leave two boxes for the other party to tick. Under the second, leave a blank line where they can write their own balance and the reason for the difference — without that line the reply comes back as "doesn't match" and you exchange another round of letters. |
| Stamp, signature and date | The field that turns the document from correspondence into a record. Also ask for the signer's name and title. |
| Contact and attachment | Who to call with questions, and a note that the account statement is attached. A reconciliation sent without a statement is useless when a difference turns up. |
Account reconciliation letter sample
Format for printing on letterhead. Replace the parts in square brackets with your own details:
The one thing to watch: the same cut-off date must appear in both places and the direction of the balance must be stated clearly. A sentence like “a balance of ₺19,000” can be read in opposite ways by the two sides; saying “a debit balance in our records” closes the argument before it starts.
Reconciliation email sample
The email is the short version of the letter. A long reconciliation email goes unanswered — what the other party needs to do should be clear in a single sentence:
Put the cut-off date and your company name in the subject line: the other party may be receiving reconciliation requests from several companies in the same period and will need to find your email later. Send the statement as a PDF — sending an editable file means the confirmed amount could be changed afterwards.
How do you reply to a reconciliation email you receive?
There are two cases, and the reply to each is short. If you agree, confirm by restating the date and the amount; just saying “I confirm” leaves it unclear six months later what was confirmed:
If it doesn't match, don't just say “we do not agree”. State your own balance and which document on which date the difference comes from — if you point out the difference yourself, the correspondence doesn't need a second round:
The amount of the difference often matches a single document directly: a ₺7,250 difference means a ₺7,250 invoice is recorded on only one side. We explained the method of looking for the difference by date rather than by total, with a sample table, in the reconciliation steps.
What do you prepare the letter with?
Word or directly in the email body: there is nothing to calculate in the texts above; just copy them and fill in the square brackets. Convert to PDF before sending.
Excel: if you want the balance to come from the statement automatically and the form to fit on A4 together with the stamp-and-signature area, there is a ready-made setup — the free account reconciliation form Excel template also produces the amount in words. This page gives you the text, that template gives you the file.
With software: in Account Ledger: Debt & Credit, when you open the account card and select the range up to the cut-off date, the statement comes ready with debit, credit and running balance; the balance you will put in the letter and the statement you will attach come from the same screen. You can find the statement's columns on the what is an account statement page, and how to follow up receivables that become overdue after reconciliation on the collections and due-date tracking page.
Frequently asked questions
What is an account reconciliation letter?
It is a one-page letter in which a business asks the other company "as of a given date, our records show your account at this balance — do you confirm it?". It does the same job as a reconciliation form; the difference is in format — a form is made up of boxes to fill in, while a letter is plain text printed on letterhead. Neither is enough on its own; an account statement goes with it.
How do you fill in an account reconciliation form?
Eight fields are filled in: the cut-off date, the full names of both parties, the tax office and number, the balance amount (in figures and in words), whether the balance is a debit or a credit, the we-agree/we-do-not-agree box for the other party to tick, the stamp-and-signature area and a note that the statement is attached. Stating the direction of the balance is the most often skipped step and the one that causes the most misunderstandings.
How do you send a reconciliation email?
Put the cut-off date and your company name in the subject line, write a single balance sentence in the body, attach the transaction statement and ask one question. A long email goes unanswered: what the other party needs to do should be clear from the sentence "compare the attached statement with your own records". Ask for the reply in writing; an approval given over the phone is not remembered six months later.
How do you reply to a reconciliation email?
Compare it with your own records and reply in two sentences: if you agree, confirm by restating the date and amount ("we agree with a balance of ₺19,000 as of 30.09.2026"). If it doesn't match, don't just say "doesn't match" — state your own balance and which document on which date the difference comes from. If you point out the difference yourself, the correspondence ends in one round.
Should a reconciliation letter be in Word or Excel?
For a letter and email you send as text, Word or the email body itself is enough — there is nothing to calculate in it. If you want the balance to come from the statement automatically, Excel is suitable; the ready-made setup is in the free account reconciliation form Excel template. Either way, convert it to PDF before sending it to the other party; sending an editable file means the confirmed amount could be changed afterwards.
Is it mandatory to reply to a reconciliation letter?
The other party may not reply, and silence does not count as confirmation by itself. But it helps you to record what you sent and when: when collection starts to run late, you have a note saying "statement and reconciliation sent on this date, no objection received". Send one reminder after a reasonable time.
Are a reconciliation letter and a statement the same thing?
No. A statement is the list of all transactions in the period; the reconciliation letter is the short note that gets the single figure at the bottom of that list confirmed. They are sent together: the letter shows that a difference exists, the statement shows which line it comes from.
Last updated: 2026-09-26
Where does the balance you write in the letter come from?
Open the account card and pick the cut-off date; the statement and balance come ready.
Don't hunt for figures on reconciliation day
Open a free account and let the statement build up as you enter transactions; the amount for the letter comes out with one click.