How to Write a ChexSystems Removal Letter to a Bank

When issues arise with your banking history, they can appear on a specialized consumer report known as ChexSystems. This report is used by financial institutions to assess risk when individuals apply for new deposit accounts. If you find an inaccurate entry on your ChexSystems report, formally communicating with the reporting bank is a necessary step. This guide explains how to prepare and send a letter to a bank to request the review and removal of a ChexSystems entry.

Understanding Your ChexSystems Report

Obtaining your official consumer report is the first step to address a ChexSystems entry. ChexSystems, a consumer reporting agency, compiles information about deposit account activity from banks and credit unions. You are entitled to a free copy of this report once every 12 months, which can be requested directly from the ChexSystems website, via mail, or by phone.

The report details your banking history, including personal information, inquiries, and specific reported incidents. These incidents often include non-sufficient funds (NSF) activity, returned checks, unpaid negative balances, or accounts that were involuntarily closed. It also shows the incident date, reason for listing, reporting institution, and account number. Reviewing this document helps you identify the entry to dispute and gather details for your correspondence.

Essential Information for Your Letter

Gathering accurate information is foundational before drafting your ChexSystems removal letter. Your letter must include personal identifiers for the bank to locate your records. Include your full legal name, current mailing address, telephone number, and any previous addresses associated with the account. This helps the bank match your identity to the reported entry.

Providing precise account details is important for the bank to investigate your claim. Include the full name of the reporting bank or credit union, the specific account number, and the exact dates the account was opened or closed/incurred a negative balance. This level of detail helps the bank pinpoint the exact transaction or event.

Include specific incident details from your ChexSystems report. This includes the incident number (if provided), the date reported, and the reason for the listing as stated by ChexSystems. This information allows the bank to cross-reference their internal records with the external report.

Prepare relevant supporting documentation to accompany your letter. These might include bank statements showing a positive balance, proof of payment for outstanding balances, or, for fraud/identity theft, copies of police reports or Federal Trade Commission (FTC) identity theft affidavits. Always send legible copies of these documents, not originals.

Structuring Your ChexSystems Removal Letter

Adopt a standard business format when composing your letter. Begin with your full address and the current date at the top, followed by the bank’s name and address. A clear subject line should state the letter concerns a ChexSystems entry and requests its review and removal.

The opening paragraph should state the letter’s purpose, referencing the specific ChexSystems entry you are disputing. Clearly state you are requesting the bank to review the reported information and consider its removal or correction. This direct approach ensures the recipient understands the objective without needing to interpret your intent.

In the body, provide a detailed but concise explanation of your perspective. Reference the specific account number, incident date, and reason for the listing as identified in your ChexSystems report. Explain why you believe the entry is inaccurate, incomplete, or should be removed, presenting factual information. For example, if an unpaid balance was due to an error, explain the error and provide evidence of payment.

Conclude with a clear request for action. Ask the bank to investigate, update ChexSystems to reflect an accurate status, and provide written confirmation of removal or correction. Maintain a professional, factual, and polite tone, avoiding emotional language, to enhance credibility. A professional closing, such as “Sincerely,” followed by your typed name and signature, completes the formal correspondence.

Sending Your Letter and Managing Responses

After composing your ChexSystems removal letter and supporting documents, the submission method is important. Send your letter via certified mail with a return receipt requested. This provides official proof your letter was mailed and received, including signature confirmation. This verifiable delivery record is important if questions arise or further action is needed.

Address the letter to the bank’s compliance or fraud department, if their contact information is available, as they handle such inquiries. Keep thorough records. Make a complete copy of the entire package, including the letter, enclosures, and certified mail receipt. These records serve as your personal documentation of the dispute process.

Banks are expected to investigate your claim upon receipt. While ChexSystems resolves disputes within 30 days, the bank’s internal review process may vary. Some disputes resolve in days, others take a month or longer, up to 90 days. If you do not receive a response within 30 to 45 days, follow up with the bank, referencing your certified mail tracking information.