A letter to customer for non payment is a formal letter that is sent to a customer who has not paid for goods or services that they have received. The purpose of the letter is to request payment and to inform the customer of the consequences of non-payment.
In this article, we will share templates, examples, and samples of letters to customers for non-payment. These letters can be used as a starting point for your own letters, and they can help you to write a clear and concise letter that will get results.
Notice of Overdue Payment
Dear [Customer Name],
We are writing to inform you that your account is currently overdue. Your payment for invoice number [invoice number] was due on [due date]. As of today, the outstanding balance is [outstanding balance].
We understand that financial difficulties can arise unexpectedly. If you are experiencing any challenges in making your payment, please do not hesitate to contact us. We are willing to work with you to find a solution that accommodates your situation.
To avoid any further late payment fees or potential suspension of services, we kindly request that you settle the outstanding balance promptly. You can make a payment online through our website at [website address] or by mail to the address provided above.
If you have already made a payment, please disregard this notice. We apologize for any inconvenience this may have caused.
Thank you for your attention to this matter. We value your business and appreciate your cooperation.
Sincerely,
[Your Name]
How to Write a Letter to a Customer for Non-Payment
Writing a letter to a customer for non-payment can be a daunting task, but it is important to do so in a professional and timely manner. By following these steps, you can increase the chances of collecting the outstanding balance and maintaining a positive relationship with your customer.
1. Gather Your Information
Before you start writing, gather all of the necessary information, including the customer’s name, address, account number, invoice number, and the amount due. You should also review the customer’s payment history to see if there is a pattern of late payments.
2. Start with a Polite Opening
Begin your letter with a polite opening, such as “Dear [Customer Name],” or “Dear Valued Customer.” Avoid using accusatory language or threats.
3. State the Purpose of the Letter
Clearly state the purpose of the letter, which is to request payment for the outstanding invoice. Be specific about the invoice number and the amount due.
4. Explain the Consequences of Non-Payment
Explain the consequences of non-payment, such as late fees, interest charges, or the possibility of legal action. However, be sure to do so in a professional and respectful manner.
5. Offer a Payment Plan
If you are willing to work with the customer to establish a payment plan, offer to do so. This could involve setting up a payment schedule or accepting partial payments.
6. Request a Response
Request a response from the customer within a specific time frame, such as 10 business days. This will give the customer time to respond and make arrangements to pay the outstanding balance.
7. Close with a Professional Tone
Close your letter with a professional tone, such as “Thank you for your attention to this matter” or “We appreciate your prompt response.” Avoid using overly formal or threatening language.
FAQs about Letter To Customer For Non Payment
1. What is a letter to customer for non payment?
A letter to customer for non payment is a formal notice sent to a customer who has failed to pay an invoice or bill on time. The letter typically includes information about the overdue invoice, the amount owed, and the consequences of non-payment.
2. When should I send a letter to customer for non payment?
You should send a letter to customer for non payment when a customer has failed to pay an invoice or bill on time. It is important to send the letter promptly to avoid further delays in payment.
3. What should I include in a letter to customer for non payment?
A letter to customer for non payment should include the following information:
- The date of the letter
- The customer’s name and address
- The invoice or bill number
- The amount owed
- The due date of the invoice or bill
- The consequences of non-payment
4. How should I send a letter to customer for non payment?
You can send a letter to customer for non payment by mail, email, or fax. It is important to send the letter to the customer’s last known address.
5. What should I do if the customer does not respond to my letter?
If the customer does not respond to your letter, you may need to take further action, such as calling the customer, sending a second letter, or filing a lawsuit.