Business firms occasionally will have to face the scenario where some customers do not make payments for services on time. Also, there may be instances where there is no response from the customer’s side to messages or emails about the payment. At this stage Business firms will have to send follow-up letters; constantly reminding the customer about the payment that is due. A Payment Follow Up Letter mainly serves the purpose of reminding the customer about the remaining payment and the consequences that may arise if they don’t make the payment on time.
Even though it’s a rather annoying situation from the business firm’s point of view, it’s always wise to follow a polite yet firm approach while writing these kinds of letters. It’s essential that the healthy relationship with the customer is not broken and it’s equally important to make the customer understand the inconveniences being faced by the business firm. Taking both these factors into consideration, always write an informative letter with sufficient details about the payment to be made, details of the last mail/message regarding the payment and a little reminder of the steps that the company may have to undertake in the future if the payment is not made. Consider the sample and format for more
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Payment Follow Up Letter Writing Tips
- Always be cautious about the tone being followed; be sure to follow a polite tone in this letter.
- Never threaten the client in any manner.
- There is a large possibility that the delay is mere because the customer forgot about it. So clearly explain all the details of the payment to be made with information about important dates, last message/mail sent about the payment, etc.
- Politely explain the inconvenience faced by your firm due to the delay.
- End the letter on a hopeful note, sharing your hope that the payment will be made and the business relations will be continued.
Payment Follow Up Letter Template
Use our free Payment Follow Up letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: Payment Follow Up Letter
Dear _____(Sir or Madam),
It has come into our attention that the payment for a sum of ________ (amount) is due on your purchase of ________ (service) on _________ (date). A reminder about the payment had been sent to you by our firm dated _________ (date the first reminder was sent). It appears that it hasn’t came into your notice. As we wish to continue our healthy business relation, we request you to kindly settle the remaining amount on or before _______ (date).
Please feel free to contact us for any queries regarding the payment. We hope the payment will be made on time and your business relation with us will continue.
Thank You.
Yours Truly,
________
(Name and Signature)
_________
(Designation and Company Name)
Sample Letter
From,
John Fernandes,
Accounts Officer,
Autostrada Co,
Chembur,
Mumbai
Date:
To,
Satish Sinha,
34 Swastik Chambers,
Chembur,
Mumbai
Dear Sir/Madam,
It has come to our attention that the payment for a sum of Rupees 50,000 is due on your purchase of automobile parts from our company on 27/10/2016. A reminder about the payment had been sent to you by our firm dated 27/11/2016. It appears that it hasn’t come into your notice yet.
We would like to bring to your consideration that it’s essential for our firm to get the accounts clear and balanced by the end of this month and hence its important to us that you make the payment soon. As we wish to continue our healthy business relations with you, we request you to settle the remaining amount on or before 20/12/2016 kindly.
Please feel free to contact us for any queries regarding the payment. We hope that the payment will be made on time and your business relation with us will be intact.
Thank You.
Yours Truly,
(Signature)
John Fernandes
Accounts Officer, Autostrada Co.
Email Format
The following is the Email format that should be followed while writing a Payment Follow Up Letter.
To: name@email.com
From: autostrada@email.com
Subject: Payment Follow Up Letter
Dear Sir/Madam,
It has come to our attention that the payment for a sum of Rupees 50,000 is due on your purchase of automobile parts from our company on 27/10/2016. A reminder about the payment had been sent to you by our firm dated 27/11/2016. It appears that it hasn’t come into your notice yet.
We would like to bring to your consideration that it’s essential for our firm to get all our accounts clear and balanced by the end of this month and hence its important to us that you make the payment soon. As we wish to continue our healthy business relations with you, we request you to settle the remaining amount on or before 20/12/2016 kindly.
Please feel free to contact us for any queries regarding the payment. We hope that the payment will be made on time and your business relation with us will be intact.
Thank You.
Yours Truly,
John Fernandes
Accounts Officer, Autostrada Co.