How to write an MCA reconciliation request letter

Most contracts that include reconciliation say how to ask for it. Most merchants never ask. Below is a letter you can copy and fill in from your own agreement. It is your letter, sent by you from your business. FairMCA does not send it for you.

Before you write

Spend ten minutes in the contract first. The letter only works if it follows the contract's own rules.

1. Find the clause. Search the agreement for "reconciliation", "adjustment", "true-up" and "specified percentage". Write down the section number and its title.
2. Note the rules around it. How often you can ask, how long you have to ask, which documents you must send, and how many days the funder has to answer.
3. Find the "Notices" section. It says where and how formal requests must go: an email address, a mailing address, a portal, or all of them.
4. Do the math. Use the overpayment calculator or the steps in How MCA reconciliation works so the letter states real numbers, not guesses.

The letter

Fill in every highlighted bracket, delete the ones that do not apply, and keep the tone factual. Do not add accusations or threats. A calm letter that quotes the contract is the one that gets answered.

[Date]

Sent by: [the method your agreement requires for notices: email, certified mail or portal]

To: [Funder's legal name, exactly as it appears in the agreement]
Notice address or email: [from the "Notices" section of your agreement]

Re: Request for reconciliation under the agreement dated [agreement date]
Merchant: [your business's legal name]
Account or agreement number: [number, if the funder gave you one]

To the reconciliation or servicing department:

[Business name] requests a reconciliation under Section [section number], "[title of the clause]", of the agreement above.

Period covered: [start date] to [end date]
Specified percentage in the agreement: [percent]
Payment the funder is debiting: [amount] per [day or week]
Receipts for the period, from the attached statements: [amount]
Amount debited by you during the period: [amount]

Please:
1. Confirm in writing that you received this request, and the date you received it.
2. Recalculate the payments for this period using our actual receipts and the specified percentage.
3. Credit or refund any amount debited above that, and send us your calculation.
4. Adjust the [daily or weekly] payment going forward to match our current receipts, to the extent the agreement allows.
5. Respond within [number] days, the time the agreement gives you. If it gives no time, please respond within 10 business days.

Attached: [the documents your agreement asks for, such as bank statements for every account it names, from the start date to the end date]

This request does not waive any right or term of the agreement.

Sincerely,
[Your name and title]
[Business name]
[Phone and email]

A template, not legal advice. If your agreement uses different words (for example "adjustment" or "true-up"), use the agreement's words. If you have a dispute, a default notice or a lawsuit, have a lawyer review the letter before you send it.

Getting the numbers

The funder will compare your letter with its own records, so make the numbers easy to check. Pick a period the clause allows (often the last month or the last few weeks). Add up the deposits that count as sales for that period, apply the specified percentage, and compare the result with what was actually debited. Leave out transfers between your own accounts, loan proceeds and refunds unless your contract's definition of receipts says otherwise.

If your numbers show the funder took less than the percentage allows, the payment is in line with the agreement and there is nothing to request. Do not ask for a reconciliation just because the payment is hard to make; that is a different conversation, covered in When you can't make the payment.

What to attach

• The documents the clause names, usually bank statements for every account the agreement covers, for the period you are asking about.
• Card processor statements, if the funder is paid from card settlements.
• A one-page summary of your math (a simple table is fine).

Send what the contract requires and keep a copy of everything. A reconciliation request needs statements, not your online banking password.

How to send it

• Use the method the Notices section names. If it names email, send from a business email you control. If it names mail, use a method with a delivery receipt.
• If it names several, use two. An email and a tracked letter cost little and leave a clear trail.
• Save proof: the sent email, the tracking number, the signed receipt, or a screenshot of the portal after you submit.
• Put the funder's response deadline on your calendar the day you send.

After you send it

If the funder agrees

Get the new payment amount and any credit in writing, then check the next few debits against it. Make sure the credit actually appears in your account or on your balance.

If it asks for more documents

Send what the contract requires, note the date, and ask in writing what else the clause says it needs. Keep every email.

If it refuses or goes quiet

Follow up in writing when the deadline passes. Keep paying unless a lawyer tells you otherwise. Write down every date and keep every reply, because a record of what you asked and when can matter later. A lawyer licensed in your state who handles MCA disputes can tell you what your agreement and local law allow.

Education only, not legal advice. Agreements differ; your contract's exact wording controls.