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Article: Business Letters Series : Payments and Returns
this series include some ot the examples of business letters

Payments and Returns


Guidelines
Explain the problem you have with the customer's payment, for example: an unsigned check, an expired or invalid credit card; a late payment, or no record of a payment received or merchandise returned.

Express an understanding of how oversights can occur and let the customer know how he/she can most effectively rectify the problem.

If the customer has overpaid, explain that you will either enclose the balance or credit his/her account.

If the customer has underpaid his/her bill, request that he/she remit the balance with his/her next payment.

If applicable, explain that discounts are offered for early payments only, and are therefore not offered for late, missed, or under payments.

Express your desire to have all problems cleared up as soon as possible.


Late Payment and Offer of Discount for Early Payment Examples


Example 1


Date

Addressee
Address
City, State Zip

Dear Mrs. Jones:

As of July 2 we have not received a payment for your May telephone services. We realize that unusual circumstances sometimes interfere with prompt payment. Current charges should be paid by July 14 to avoid termination of telephone services.

Please contact our office if you have special circumstances which are interfering with your ability to pay. If you are determined eligible, we can discuss alternative payment options. If we are not contacted and a payment is not received by July 14, telephone services will be disconnected. Reinstallation will require a zero balance, as well as a $35 reconnection fee.

You are a valued customer. We want to assist you in any way we can. If you have already sent your payment, we thank you.

Sincerely,



Example 2

Date

Addressee
Address
City, State Zip

Dear:

We at News Central Magazine value our long-time subscribers. They are a classic representation of loyalty and commitment during the good times and the hard times. Thank you for your recent renewal of our magazine. We are sure you will continue to enjoy our up-to-date news stories with a creative twist.

As of June 9, we have not received your renewal payment. This is a reminder to submit payment by June 28 in order to avoid missing any issues. Please call our business office at (800) 334-5676 if you sent a payment more than two weeks ago or if special circumstances have prevented you from making the payment. We will be happy to work with you.

Thank you for your loyal readership.

Sincerely,




Example 3


Date

Addressee
Address
City, State Zip

Dear:

At Charlie’s Western Store, we know our 15 years of successful business in this community is due to our loyal customers. You have been one of those loyal customers for the past nine years. To show you our appreciation, we would like to offer you an early payment option. If your payments are received within 10 days of the statement date, you can deduct 5 percent off your total bill. Your new statements will reflect this option and will indicate the discount if paid by the indicated day.

This early payment plan benefits the responsible customers who benefit us. Thank you for your loyal patronage. We hope you will take advantage of the discount.

Sincerely,



Example 4


Date

Addressee
Address
City, State Zip

Dear:

Thank you for your purchase. Enclosed are the five cases of carpet cleaner you ordered and the statement indicating the total amount due. You may notice the box in the upper left- hand corner of the statement, indicating a discounted charge. According to our new payment policy, a discounted price of 6 percent off the total bill can be applied if payment is postmarked by the ninth of the month.

This new discount allows us to give a break to our responsible customers. Please feel free to take advantage of this offer now and in the future.


Sincerely,