A letter for requesting payment is written when a client or customer fails to make payment for delivered goods or services as agreed with the supplier.
Such a letter is written by a supplier or manufacturer providing the goods or services. This letter is addressed to the client or customer.
A letter for requesting payment is a polite way of reminding a customer that he/she has not made the payment agreed upon after the delivery of goods.
It is a formal document that contains details of the goods delivered and the amount of money expected to be paid. This letter is important to maintain a good business relationship between the supplier and the customer.
Tips for writing a letter for requesting payment
- Express gratitude for doing business with you
- Use courteous and sincere language
- Mention the urgency of the dues to be paid on time for account purposes
- Highlight details about the goods or services supplied
- Give details like reference numbers of the delivery
- Highlight the outstanding amount of money the customer has not paid
- Mention some details of the payment agreement
- Be simple and straight forward
Letter for Requesting Payment Template
When a customer forgets to make a payment you can write a reminder for them to make the payment. Check out our letter for requesting payment and sample letters to help you write a formal request.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
My name is ____________ and I write to notify you of an outstanding payment of ____________ dollars. This payment regards ____________ that were delivered to your company’s location at ____________ on date ____________. We wish to request that you honor the payment agreement at your earliest.
I hereby attach an invoice of the goods delivered and reference number ____________ for your reference. Thank you for the good business relationship we have had for ____________ months. We value you as a customer and we would not wish to lose you but we have not received payment for the last ____________.
We wish to request this payment so that we can close our quarterly books of accounts. We will start charging an interest of ____________ for the outstanding payment after ____________ days. If you have already made the payment, we apologize and we wish to request that you send the reference code for the transaction so that we can follow up with our ____________ department
Thank you. We look forward to your response regarding this payment.
Your Faithfully,
__________
(__________________)
From,
_____________________
_____________________
Date (Date on which letter is written)
To,
________________
________________
Sub:_______________________________________
Dear ______________________,(Sir/Ma’am)
This is to bring to your kind attention that we have still not received our payment for the period _____________(Specify time frame). The amount due is _______________(Specify amount). I am also attaching invoice for the same for your consideration.
I would be thankful to you if you could settle our dues at the earliest. Our account department needs to prepare the balance sheet for the accounted month and it’s only your payment, which is outstanding. Kindly do the needful at the earliest.
I hope to get a prompt reply from you.
Yours sincerely,
(______________)
Letter for Requesting Payment Samples
When payment is delayed, it is important to request the payment politely. Here is a sample letter for requesting payment that you can write to a customer in a polite and professional language.
From,
Laverne Sutton,
Haven Suppliers
10 Paris Hill Street
Westland, MI 48185
United States
Date:____________ (Date on which letter is written)
To,
Larry Lopez,
94 Warren St.
Lititz, PA 17543
United States
Sub; request for payment
Dear Mr. Lopez,
I write this letter to bring to your attention an outstanding payment of $10,000 you have with us. This is with reference to 100 pieces of fabric that we delivered to you on 17th February 2019. We appreciate you doing business with us for the past year. We regret to inform you have we have not received payments for the goods delivery note no. AFR/628/2019.
I hereby enclose an invoice and relevant documents relating to these goods. Kindly check with your procurement department regarding the outstanding payment. We value you as a customer and you have never delayed a payment.
We would be grateful if you handle this matter with urgency since we would like to balance our accounts for the last three months. Please treat this matter with urgency. We hope for a continued long business relationship.
Thank you in advance for your response.
Yours Faithfully,
__________
Laverne Sutton
From,
Laverne Sutton,
Haven Suppliers
10 Paris Hill Street
Westland, MI 48185
United States
Date:____________ (Date on which letter is written)
To,
Larry Lopez,
94 Warren St.
Lititz, PA 17543
United States
Dear Mr. Williams,
We want to bring to your kind attention that your payment of $4000 is outstanding with us for the accounting period March – June. Though you have always been prompt in making payments, this time we regret to inform you that we have not received the payment for the past three months. I am also enclosing the invoice with this letter. You can check up with your accounts department regarding the same.
I would be thankful to you if you could look into the matter personally and settle our dues at the earliest as we need to prepare the balance sheet for the accounted month.
Hope to get a prompt reply from you,
Yours sincerely,
_________
John D Costa
Account Manager
ABC Inc.
Letter for Requesting Payment Email Formats
Clients may forget to make payments. To request for payment from a client who has delayed payment, here is a letter for requesting payment in an email format that you can customize to your needs.
Dear Neal,
This is a kind reminder of an outstanding payment you have with us of $20,000. This is with reference to outside catering services we Elegant Hotel provided during your wedding of 1st January 2020. Our records show that we have not received the payment for the services provided which was due to be paid by 5th January 2020.
I herewith attach an invoice with reference number Neal/cat/01/2020. I have also enclosed relevant documents related to this business transaction for your reference. If you have already made payments, we sincerely apologize.
Kindly send a reference code for the online transaction so that we can follow up with our finance department. If there are technical problems in processing the payment please let us know.
If these payments have not been made, kindly address this matter with urgency. We request that you make these payments so that we can balance our books of accounts at the end of the month. As indicated on our agreement, we will be charging three percent interest in the outstanding amount monthly.
We appreciate and value you as a client and we would be disappointed to lose you. Thank you.
Best Regards,
Ramiro Murillo
Dear Anthony,
This letter serves as my notice that I am asking for the payments for the accounts for March 2010, having a credit of $3000. I have waited continuously for this sum of money for a couple of days, and it has affected my work.
Feel free to check the invoice (no.567) that is attached herewith, and we have not had any payment received for this. Please pay the said amount in a month’s time, and it will surely be a big help, if not an interest will be charged at 5% each month.
Discard this letter if payment is already made. I am positive about doing more business with you, waiting for your reply.
Sincerely Yours,
__________
Mr. John Stone
General Secretary,
DataFont Co.
Conclusion
Sometimes payments can be delayed or fail to be made due to various reasons like technical problems in the processing transactions. A letter for requesting payment should be written under these circumstances.
This letter should demonstrate gratefulness to the customer for doing business with you, use polite language, describe the details of the goods or services delivered and the outstanding payment. Professional and polite language is also of the essence.
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