Accounts Receivable Policies and Services Letters
Requesting credit reference for new customer
We have received an application for a new account from [Company Name]. Your company was listed as a credit reference.
Can you advise us whether [Company Name] had an account in good standing with your company?
Suspending credit because of past-due invoices
We regret to inform you that due to the outstanding balance on your account, we will be unable to accept future orders that are not prepaid.
We will review your credit status once the outstanding balance has been fully paid. Please feel free to call me with any questions. Thank you.
Returning improperly filled-in or unsigned check
Enclosed please find the check you sent on May 3 in payment for Account 6U7R. The check was unsigned, and the numerical amount and the handwritten amount are different from each other.
Please reissue a check with the proper payment amount, sign it, and return it as soon as possible.
Assessing fee for check returned for insufficient funds
Your check #7865 has been returned by your bank for insufficient funds. We would appreciate your immediate attention to this matter.
Under terms of our sales contract, we are passing along our bank’s charge of $25 for rejected checks. Your new balance on Account G87U is $1,234.34.
Offering payment plan for outstanding balance
We note that your account is overdue for payment. We hope to be able to continue to do business with your company in the future.
Please contact me if you would like to discuss setting up a payment plan for the outstanding on your account. Doing so will avoid penalty charges and possible legal fees and adverse credit ratings.
Offering discount for early payment on invoices
As a valued customer, we would like to offer you a special discount for early payment.
If full payment is made at the time an order is placed, we will discount the price by 5 percent. If full payment is made within ten days of delivery of an order and an accompanying invoice, we will issue a 2 percent credit to your account. The credit can be applied against any future purchases.
Please feel free to contact me to discuss this special discount offer.
Notifying customer of overpayment and ask for advice
We received a check from you on May 6 in the amount of $2,356.43 and have applied it to your account. The payment was $100 more than the outstanding balance on your account.
Please advise us whether you would like us to retain the $100 as a credit on your account to be used for future purchases or whether you would prefer we issue a check to you for the excess payment.
Notifying customer of incorrect payment amount and asking for balance
Your recent payment (check #7654 dated May 23, in the amount of $765.23) has been received and credited to your account.
We note that the amount of the check was $200 less than the outstanding balance in your account. We would appreciate your immediate payment of the unpaid balance.
Responding to request for letter of credit reference
We have received your request for a letter of credit reference for [Company Name].
For privacy reasons, we do not disclose the details of financial and other relations with customers. However, we can report that as of this date we have had no problems with timely and full payment from this client.