Writing - Payment

1. Invoices and statements 5. Points to remember 2. Settlement of account 3. Delayed payment 4. Request for payment

Covering letter of invoice “ Please find enclosed our Invoice No.B1951 for ₤329.43. The plugs you ordered has been dispatched to you, C/F, and you should receive them within the next few days.” ► confirm the number of Invoice and the amount of money ► remind customer the time of goods be dispatched.

Covering letter of pro forma “ The enclosed pro forma No.1164 for ₤8,253.76 is for your order No.C1534, which is now packed and awaiting dispatch. As soon as we receive your cheque we will send the goods which should then reach you within the few days.” ► remind that the suppliers want to pre payment from the customer

Covering letter of statement of account “ I enclose your statement as at 31 July. May I remind you that your June statement is still outstanding, and ask you to settle as soon as possible.” ► remind the customer the outstanding debt.

In the UK tends to be short and routine

SAMPLE ACKNOWLEDGEMENT LETTER (for payment given for a product purchased) Ms/Mr. ____________ Address of the person to whom the letter is being sent Date: Subject: Acknowledgement of receipt of payment Dear Ms./Mr. ________________ We thank you for buying our product _______________ (give product details) from our outlet on _________ (date). We acknowledge receipt of payment vide Demand Draft/Cheque No. _________ dated ____________ drawn on ______________ Bank for Rs._____________. We hope you enjoy using our product. In case of any suggestions or complaints please call on our Customer Service no. ______________. Yours sincerely (Name of the person) (Designation)

Acknowledgement Letter Points to be considered: Should always be addressed to the person whose work/effort is being acknowledged It should also have details of what is being acknowledged so that a person who is not totally involved in the entire transaction can also understand the content of the letter It should be short and crisp Since it is only a medium of acknowledging a work/effort, it needn’t necessarily be complimenting It should be prepared in duplicate where in one copy is handed over to the recipient and the other one is signed by the recipient as proof of receipt If it is being sent by an organization to an individual, it should always be on the letter head of the organization

R. Hughes & Son Ltd 21 Mead Road Swansea West Glamorgan 3ST1DR Dear Robert I am writing concerning our invoice No. H931 for £919.63, a copy of which is enclosed . It appears that this invoice has not yet been settled. I see from our records that since we began trading you have cleared your accounts regularly on the due dates. That is why I wondered if any problems have arisen which I might be able to help you with? Please let me know if I can be of any assistance Yours sincerely Richard Cliff Director HOMEMAKERS 54 – 59 Riverside, Cardiff CPI 73W Telephone: +44 (0) 29 20 49721 Fax: +44 (0) 29 20 49937 Email: [email_address] Registered No. 035162 20 November 20----- Name. and contact information of your company Name and address of your client Reason for writing: invoice has not been settled Agree for more time to pay

R. Hughes & Son Ltd 21 Mead Road, Swansea West Glamorgan 3ST 1 DR Telephone: +44 90) 1792 58441 Fax: Swansea +44 (0) 1792 59472 Email: [email_address] 24 th November 20----- Mr R. Cliff Homemakers Ltd 54 – 59 Riverside Cardiff CF11/W Dear Richard I was surprised to receive your letter of 20 November in which you said you had not received payment for invoice No. H931 I instructed my bank, The Welsh Co-operative Bank, Swansea, to credit your account in Barnley’s Bank, Cardiff, with the £919.63 on 2 nd November. As my bank statement showed the money had been debited to my account, I assumed that it had been credited to your account as well. It is possible that your bank has not advised you yet. Could you please check this with Barnley’s, and if there are any problems let me know, so that I can make enquities here? Yours sincerely Robert Hughes Claim your payment Suggest checking again

INGENIEROS INDUSTRIALES SA Barrio de Ibaeta s/n E-20009 San Sebastian Tel: (+34) 943 212800 Fecha: 30 August 20----- Fax: (+34) 943 618390 Su ref: Email: [email_address] No.ref: 613/02 Sig.D. Giordianino Omega S.p.A Via Agnello 2153 20121 Milano Italy Dear Sig. Giordianino With reference to my letter of 10 August, I enclose copy invoices which made up your June statement, the balance of which still remains outstanding. Having dealt with you for some time, we are concerned that we have neither received your remittance nor any explanation as to why the balance of €6,000.00 has not been cleared. Please would you either reply with an explanation or send us a cheque to clear the account within the next seven days ? Yours sincerely R. Costello Credit Controller Encl. Reason for 2 nd request Request for payment or explanation within the period

Omega S.p.A. Viale Mortidio 61269 I – 10125 Torino Telefono (+39)-11-5981461 Telefax (+39)-11-628351 Email [email_address] www.omega.it Vs.rif. 613/02 ns.rif. SG/DA Date 1 September 20---- Sr R. Costello Credit Controller Ingenieros Industriales SA Barrio de Ibaeta s/n E-20009 San Sebastian Dear Sr Costello First let me apologize for not having cleared our June statement or replying to your letter of 10 August. However, I am surprised that you did not receive our circular letter informing all our suppliers that we were moving from Milan to Turin. I have checked our post book, and find that a letter was sent to you on June 30. As you will see from the copy enclosed, we warned suppliers that there might be some delay in clearing accountants and replying to correspondence as the move would involve employing new staff who needed time to get used to our accounts and filling systems You will be pleasd to hear that we have now settled into our new offices and will have a fully trained staff by the end of next month. Meanwhile, I am enclosing a cheque for €20,000 on account, and will send us a full settlement of your June statement within the next few days. Could you please note our new address for future reference? Yours sincerely D. Giordianino (Sig.) Accountant Enc. Bank Draft No.427322 for €20,000 Reason for delayed payment Payment and other information

Delta Computers Ltd Bradfield Estate Wellingborough Northamptonshire NN8 4HB Telephone +44 (0)1933 16431/2/3/4 Fax +44 (0)1933 20016 Email [email_address] 9 December 20---- Outstanding invoices A deadline to clear the account or else they’ll take legal action

Writing - Payment

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