Template

Reconciliation letter template

A good reconciliation letter asks the other side one question: is this the balance between us on this date? The template below lists the sections a letter needs and the lines to fill in, in order. Stating clearly how and by when to reply reduces disputes and ambiguity.

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Current-account reconciliation letter

Fill in the bracketed fields with your own details. For foreign-currency accounts, state the balance in the account's currency and add the TL equivalent for information.

1. Heading and sender

Sender's legal name, address, tax office and tax number
Letter date and reference number
Subject line: Current-account reconciliation as of [date]

2. Recipient

Counterparty's legal name, tax office and tax number
Contact person's name and email address
Your account code at the counterparty, if any

3. Reconciliation details

Reconciliation date: as of [dd.mm.yyyy]
Balance per our records: [amount] [currency]
Direction: receivable in our favor / payable by us
Exchange rate and rate date used for foreign-currency accounts
Attachment: account statement for [date range]

4. Request for reply

Reply deadline: [dd.mm.yyyy]
How to reply: signed letter, email or approval link
If the balance differs, please send your balance and account statement
Contact person and phone for questions

5. Counterparty reply

We confirm the balance above
We dispute the balance; per our records it is [amount] [currency] [payable/receivable]
Reason for the dispute and any document numbers causing the difference
Name and title of the person replying, date, signature and company stamp

How to use the template

Adapt the template to your letterhead once, then fill in only sections 3 and 4 in each round. Sending the same letter in the same format to every counterparty also makes the replies easier to compare.

Before sending, check your own records: bank movements should be matched and every invoice up to the date recorded. Sending a wrong balance because of a payment in transit creates needless disputes. See the month-end close guide for the steps.

State the direction of the balance. “Balance: 138,500 TL” on its own is ambiguous; write “138,500 TL receivable in our favor” or “138,500 TL payable by us”.

Give a deadline. Two to four weeks is common. When it passes, remind those who have not replied and track unanswered letters on a separate list.

Leave the counterparty reply section blank at the end of the letter. Once the other side ticks confirm or dispute and signs, the letter becomes a record on its own.

When a dispute arrives

When the other side states its own balance, ask for their statement and compare the two statements line by line. The most common causes are payments in transit, invoices booked on one side only, return invoices and exchange differences on foreign-currency accounts. Details are in the current-account reconciliation guide.

Reminder: this is not a BA/BS reconciliation

This template is for current-account balances. Form Ba and Form Bs were abolished for September 2024 and later periods under Tax Procedure Law General Communiqué No. 565; a separate BA/BS reconciliation is no longer needed.

Frequently asked questions

What must a reconciliation letter include?

Both parties' legal names and tax numbers, the reconciliation date, the balance, its direction (payable or receivable), the currency, a reply deadline and how to reply. If any of these is missing, the other side either does not reply or replies for the wrong date.

Is sending the letter by email enough?

Email is common and practical for routine reconciliation. For reconciliations that may lead to a dispute or that serve as a year-end account closing, discuss with your legal adviser the methods listed in Article 94 of the Commercial Code: notary, registered letter, telegram or a document with a secure electronic signature.

Should I attach the account statement?

Yes, especially for counterparties with large balances or heavy activity. The statement lets the other side find a difference quickly and shortens disputes.

Does Müşavir prepare this letter automatically?

Yes. In the e-reconciliation module the letter is prepared as a PDF with your company details from the balance at the date you choose, and sent to the other side with an approval link.

From the blog

Were BA/BS Forms Abolished? What Communiqué 565 Changed
Form Ba and Form Bs are no longer filed from the September 2024 period. What VUK Communiqué 565 changed, what it did not, and what replaces the monthly check.

Stop preparing letters by hand

Müşavir prepares the reconciliation letter from your records, sends it and collects the replies in one list.