A letter of a reminder of pending payment is a kind notification to a client or customer who has not made a payment as expected. This letter is used to request the company or individual to release the pending payment.
Such a letter can be a simple and quick way of settling an outstanding payment before taking legal measures. It is a friendly way to remind the client of a payment that has not been made.
Tips for writing a letter of a reminder of pending payment
- Keep the letter simple and easy to understand
- Use a friendly and polite tone
- Refer to goods or services whose payment is pending
- Explain why the payment has to be made
- Mention the bill details and reference numbers of previous transactions
- Attach the documents relevant to the payment
- Mention payment deadlines and due dates
Letter of Reminder of Pending Payment Templates
It is essential to ask for the remaining payment politely and professionally. Here is a letter of a reminder of the payment template that will help you out. Have a look at the sample letters below for more details.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
We write this letter with regard to ____________ purchased by your company ____________ and delivered to your store on ____________. The reference number of the delivery note ____________ as seen in the copy enclosed herewith. We wish to make a humble request that you make the pending payments of $____________ as soon as possible.
The goods delivered amounted to $____________ as evident from the invoice attached. The company is closing the books of accounts and we wish the outstanding payment to be made by the latest ____________ (date). We are grateful for your company’s business relationship and we value you as clients. We wish to settle these payments on friendly terms.
If payments have already been made, we apologize and ask you to kindly ignore this letter and send relevant copies of the relevant transaction to our email ____________. Please also let us know if you have any questions or need clarification regarding the bills.
We would highly appreciate it if you handled this matter with urgency. Thank you for your time and we hope for a long business relationship.
Yours sincerely,
__________
(__________________)
From,
____________
____________
____________
Date-
To,
____________
____________
____________
Subject: Reminder of payment
Dear Mr./Ms _________ [Name of receiver],
This letter is being written to inform you that your payment of ____________ [mention the reason of payment] has been outstanding for the past ____________ [mention time for which the payment has been due].
We kindly request you to make the payment, as we must have all our payments in on time.
We’re sorry for any inconvenience caused.
Yours sincerely,
______________
XYZ [Your name]
Letter of Reminder of Pending Payment Samples
Are you wondering how to remind someone to make a pending payment? Have a look at our free sample letter of a reminder of pending payment that you can customize to write a professional reminder.
From,
Demetrius Knapp,
Wendy Glassware
66 Swanson Road
Kearny, NJ 07032
United States
Date:____________ (Date on which letter is written)
To,
Edwin Marson,
68 Heather St.
Stone Mountain, GA 30083
United States
Sub; Reminder of pending payment
Dear Mr. Marson,
This letter is a kind reminder of pending payment for 5 dozens wine glasses amounting to $500. The payment has been pending for three weeks and I wish to request that you honor the payments.
The agreement was that $200 to be paid in advance and the rest after delivery. I delivered the goods on 1st January 2019 and I have not received the payment as of today 24th January 2020. Our company wishes to close our books of accounts and audit financial records. I wish to request you to make the payment at your earliest so that we can have clean financial records.
Please make this payment by the latest 29th January 2020. Kindly find the attached receipts and delivery note relevant to this transaction. I hope that you will respond to the matter promptly. Kindly contact me on 373-580-4920 if you have any inquiries.
Thank you for your understanding.
Yours Truly,
__________
Demetrius Knapp
From,
Demetrius Knapp,
Wendy Glassware
66 Swanson Road
Kearny, NJ 07032
United States
Date:____________ (Date on which letter is written)
To,
Edwin Marson,
68 Heather St.
Stone Mountain, GA 30083
United States
Subject: Reminder about payment
Dear Mr./Ms __________,
This letter is being written to inform you that your monthly payment of the maintenance bills is outstanding. The payment is for the ongoing month of June and the amount to be payed is Rs. 4000.
It has come into our understanding that you might be in the process of changing residences and that this might come across as an unnecessary formality about your current home. We have also received a letter from you stating the similar. However, you must understand that it is a mandatory regulation for all the residences of this housing society that payment for maintenance of flats is compulsory till the resident has physically moved out of the house or till the token of the resident’s next home is done [as the case may be].
In case of any further doubts and queries you might be having regarding the payment of the maintenance bills, we request you to get in touch with the general secretary kindly.
We hope this hasn’t been a great inconvenience for you. If it has, we’re sorry for the trouble caused. We hope there won’t be any further problems concerning this issue.
Yours sincerely,
__________
XYZ
Letter of Reminder of Pending Payment Email Formats
A reminder for pending payment should be precise and express politeness. See a good example of a letter of a reminder of pending payment in an email format that will guide you in writing a reminder.
Dear Ms. Baird,
We wish to thank your company Batex Limited for doing business with us. You have been a valuable customer to Morison Engineering and we are sincerely grateful. However, it has come to our understanding that you have pending payments for maintenance and service of firefighting equipment in your company for February 2020 invoice reference number BL/6203/02/2020.
According to our financial records, you have pending payments amounting to $1,000 for one month. We wish to request you to make the payment by 30th February 2020. It is company policy to take up legal measures for pending payments lasting more than two weeks. Please also let us know if the payment has been done and attach the necessary documents to ease the follow-up.
Please understand the position of the company and make the necessary payments promptly. Also, kindly receive the attached invoice and other documents relevant to this transaction for your reference. I look forward to resolving this matter soon. Kindly contact me on my email whitney.n@yahoo.com in case of questions or clarification.
We, Morison Engineering hope for a continued long term business relationship with your company.
Kind regards,
Whitney Newton
Conclusion
A client or customer may forget to make a payment or there could be technical problems with a transaction. One may be required to write a polite and professional letter of a reminder of pending payment. Such a letter should give details of goods or services purchased, mention relevant dates, request the client to make a payment, and why it is necessary. This is a friendly way of setting pending payments.
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