Example 1: Sample letter of overpayment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Mahalia:

Thank you for your recent purchase of the Sunny Heights ice cream maker. We are certain that your summers will become much cooler!

You enclosed a check for $68 to cover the costs. The actual cost, including shipping and handling, was only $58.10. Enclosed is our check (#2323) for $9.90, the amount of the overpayment.

Happy summer!

Regards,

Example 2: Letter for overpayment received

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Murphy:

Thank you for your recent payment of $587.02 for invoice #330. The actual charge was $578.02. We have enclosed a check for the difference instead of crediting your account, since, as you know, we will no longer be handling appliance distribution.

You have been a valued customer. If you decide to expand into the furniture business, please let us know. Good luck!

Sincerely,

Example 3: Sample letter of acknowledgement for payment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Ash:

Thank you for your early payment. Responsible customers make our job so much easier. You may have forgotten that we offer a 5 percent discount off the total price if your payment arrives within 10 days of the billing date. Your check for the full amount arrived within nine days.

You are a valued customer and we do not want you to miss out on this discount. Enclosed is a check for the amount equal to 5 percent off your total bill.

Thank you for choosing us as your uniform distributor.

Sincerely,

Example 1: Offer discount letter

Company Name or Letterhead
Address
City, State Zip

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 2: Early payment offer letter

Company Name or Letterhead
Address
City, State Zip

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,

Example 3: Offer and discount letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Johnson:

Thank you for renewing your automobile insurance policy with Autos Mutual.
As usual, your payments will be due every six months. We typically send your statement both one month and two months prior to the actual due date. With your renewed policy we are extending to you our Early Bird Payment Option. If your payment is made in full prior to the mailing of the one-month notice, you need only pay the amount due minus 10 percent of the total premium. This total will be indicated on the first premium statement.

Please remember that you will not be penalized if you pay after the second notice, as long as the payment arrives before the deadline. We encourage you to take advantage of the Early Bird Payment Option as much as possible. If you have any questions, please feel free to contact our office. Thank you for your business.

Sincerely,

Example 1: Request letter for return receipt for merchandise

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear:

Your recent correspondence with Radallia’s Kitchen’s World indicated that you were expecting a credit to your account for two electric mixers returned. Unfortunately, we have found no record of any merchandise being returned. You may want to contact your delivery service so the package can be traced, as it never arrived at our warehouse.

We at Radallia’s Kitchen World are always happy to provide a refund or exchange when unused or malfunctioning merchandise is returned. Best of luck in locating your merchandise. Please notify us if we can be of assistance.

Sincerely,

Example 2: Request letter for proof the merchandise returned

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear:

We appreciate your recent phone call concerning the status of the computer keyboards you returned to us for an exchange. We searched our return records and warehouse shelves, but were unable to locate this merchandise. It was apparently never received. We are not responsible for merchandise lost before arriving at our warehouse; however, we will be happy to contact the shipping company if you send the appropriate shipment information.

Customer satisfaction is important to us. When your merchandise is located we will be happy to exchange it.

Sincerely,

Example 3: Merchandise returned letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear:

Thank you for the fax concerning the status of your 15 boxes of replacement tile. We are eager to issue a replacement order; however, we have no record of the returned merchandise. You mentioned that the boxes were sent via Atwood Shipping on June 12. Our last shipment from Atwood was received on May 15.

We apologize, but we cannot be held responsible for any merchandise lost before reaching our warehouse. Also, we will be unable to ship the replacement tile before receiving the first order without charging your account. If you choose to receive the shipment now and charge it to your account, please notify us immediately. Upon receipt of the returned tile, we will credit your account accordingly.

You are a valued customer. Please notify us if we can assist you in locating the merchandise.

Sincerely,

Example 1: Letter of non payment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Axton:

Thank you for your quick response to the notice concerning your outstanding balance. You indicated that the balance was paid in full on July 9. Unfortunately, we have no record of this payment.

We will waive late fees until March 29 due to the confusion. Please send a new check as soon as possible. If the first check turns up or arrives or turns up after we receive the new one, you will be promptly notified.

Sincerely,

Example 2: Payment not received letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Hitchcock:

Thank you for your phone call on December 15 concerning your payment. You mentioned that a check was mailed to Business Man Today magazine on December 1; however, we have been unable to find a record of this payment. Payments typically go through several checkpoints before they are deposited into our account. We believe that the check never arrived at our office.

The payment may have inadvertently been held up in your office or lost in the mail service. Please submit a new check as soon as possible to avoid missing any issues of Business Man Today magazine.

Sincerely,

Example 3: Non payment of invoice letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Simpson:

Thanks for the recent fax which presented a copy of your duplicate check and payment information. This information assisted us in our search for your payment: unfortunately, our records indicate that this payment was never received since May 3. An error may have occurred during shipment or delivery.

If you submit a new check by August 1, there will be no interruption in your service, nor will there be a late charge. We appreciate your business and the responsible way in which you have always handled your account.

Sincerely,

Example 1: Letter for late payment

Company Name or Letterhead
Address
City, State Zip

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: Late payment letter

Company Name or Letterhead
Address
City, State Zip

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: Payment reminders

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Acton:

Our records indicate that you have not yet submitted your payment for the five discount CDs delivered to you on August 9. This is your third late payment since you became a member of our music club in May. Please remit $31.90 along with a late fee of $7.

We appreciate your interest and participation in CD Music House. Your prompt payment now and in the future would be greatly appreciated as it will allow us to serve you better.

Sincerely,

Example 1: Example letters for payment returned

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. O’Rourke:

Thank you for ordering our Shaping Up exercise videos featuring Cynthia Lane. You indicated that you wish to pay by credit card, however, the card number provided was invalid. It is possible that a couple of the numbers were transposed. Unfortunately, we cannot process your order until we receive the correct information.

Enclosed is a copy of the original order form, along with a correction form and a pre-addressed envelope. Please check the credit card information and return it as soon as possible so that you can begin to reap the benefits of Cynthia Lane’s invigorating workout.

Have a healthy, active day!

Sincerely,

Example 2: Payment return letter due to credit card number invalid

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jennings:

We are always pleased to do business with such valued customers such as yourself. Thank you for your recent order for bread makers. Unfortunately, shipping will be delayed due to an invalid number printed on your credit card payment form. Please double check the numbers on your order form.

Your order will be shipped immediately upon receiving the corrected information. We appreciate your business.

Sincerely,

Example 3: Declined credit card transaction letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear:

Thank you for your recent order of our Limited Edition Eagle coin collection. We are sorry to inform you that due to an error on your credit card payment form, your order could not be processed. We tried several times to verify the number, and each time it was reported as invalid. Since the collection was a limited-time offer, it is too late to fill the order.

You are a valued customer and will still receive the special monthly catalog. Thank you for your interest in our product. We look forward to your next order.

Sincerely,

Example 1: Sample letter for payment returned

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Samuels:

We received your order via the internet for delivery of two dozen red roses. Unfortunately, the credit card number you entered was rejected due to expiration. If you feel this is an error, please contact your credit card company immediately. Meanwhile, if you would like to pay with another credit card, please fill out another credit card payment form at our web-site. When the computer asks for the numbers you are ordering, please enter the following number instead: 34554KJK-3343. This number represents your previous order and will call it back up on the screen.

Thanks for your order. Please let us know if we can be of assistance in resolving this matter.

Sincerely,

Example 2: Credit card expired letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jackson:

We received your order for a shipment of bookshelves on March 14. Unfortunately, the shipment will be delayed because the credit card transaction could not be completed. Your card carries a February expiration date. Another credit card must be submitted for approval or a check for the total amount ($1090.94) must be received before the order can be released.

Please let us know if we can be of assistance in resolving this matter as quickly as possible. We are eager to get the bookshelves on your showroom floor.

Sincerely,

Example 3: Declined credit card transaction letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mrs. Owens:

We appreciate your interest in our business association. Unfortunately, the card you gave us for payment was expired and we were unable to complete the transaction. Fees must be paid in full before active membership is allowed. You are welcome to come down to our headquarters and use a different card, or pay for the full amount with a check or money order. If you wish to participate in the mid-summer conference, your fees and registration must be received by July 29.

We look forward to your joining our family.

Sincerely,

Example 1: Return check letter

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Mr. Jones

Thank you for renewing your NewsScope magazine subscription. We received your check, which unfortunately was not signed (enclosed). The unsigned check is enclosed. Please sign it or send a new check to our office using the enclosed pre-addressed postage-paid envelope.

We realize that these mistakes happen occasionally. Because you are a trusted customer, you will still receive your May issue. If the signed check is received by May 28, your subscription will continue with no interruption.

Again, thank you for trusting NewsScope to enhance your view of the world.

Sincerely,

Example 2: Return check letter format

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Ms. Jackson:

We received your prompt payment for November phone service on December 13. Unfortunately, your check was not signed. Penalties for late payments would typically take effect today; however, your records indicate that you have always handled your account responsibly. Therefore, we are extending the deadline to January 3 before adding a late fee.

The unsigned check is enclosed. Please return a signed check to the address above, or deliver your payment to any of our payment drop-off sites listed on your bill. Dropping off the payment may help to ensure uninterrupted service since the holiday season often causes mail delays.

Happy holidays!

Sincerely,

Example 3: Letter for receipt of payment

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear:

We received your rent payment on January 2. Unfortunately, your check was not signed. Although this was surely an honest mistake, we must follow our late payment policy indicating a $25 per day charge, beginning today.

Your unsigned check is enclosed. Please drop off a signed check or money order at our leasing office as soon as possible. Late charges should be included in this payment.

Sincerely,