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Payment and Collection Letters

Whatever is the reason for the delay in payment, it is bound to be a source of annoyance to the supplier, yet, and it is in supplier’s own interest not to vomit this annoyance in his letter. Unless the buyer expects statements of account, a letter of payment from the supplier generally annoys him. A supplier should, therefore, see that he writes for payment only when it is unavoidable.

In case of local payments, a telephone may be used or where convenient a personal visit can be made. Each customer/ client should be treated a separate case and dealt accordingly. A legal course should normally be avoided even if the supplier has to incur losses. In extreme cases where the supplier has to resort to the legal course, he should express his regret for such type of action.

The supplier throughout correspondence for payment should bear in mind that although his immediate object is to get the payment due to yet a stage should not come where the room for further business is closed.

Remitting the Above Payment Letter

Date: day/month/year

Registered
Messer: Moeez Industries,
Address, City, State, Province
Zip Postal Code

Re: Statement of account 38749 dated 13th July.

Dear Sir,

We have pleasure in enclosing our cheque No. 87493 dated 16th July for $ 8990 in full and final settlement of your above statement.

Please send us your official receipt for our audit purposes.

Yours faithfully
For Hadi & Brothers
Manager

Encl: Cheque

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Remitting the Above Payment Letter

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Returning Excess Amount Letter

Date: day/month/year

Dear Sirs,

We thank you for your letter dated 10th August together with a cheque for $ 90,000.

We regret very much to say that through a totaling mistake in our bill, a sum of $ 2000 has been received in excess from you. We are enclosing a cheque for this amount to square us the accounts.

Assuring you of our best co-operation, always,

Yours faithfully,

Encl: Cheque

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Returning Excess Amount Letter

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 Sending Part Payment Letter

Date: day/month/year

Dear Sirs,

We are in receipt of your statement of accounts $ 20,000.

Due to a heavy cold, the business at our end is very slack for the last two months and we have not been able to sell even 20% of the month of August. We are enclosing our cheque for $ 70,000 towards part payment of your statement and will remit the balance by the middle of August. Please bear with us until then. In the meanwhile please do not send any further goods until we specifically write for the same.

Thank you

Yours faithfully,

Encl: As above

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Sending Part Payment Letter

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