L/O/G/O

1. Invoices and statements1. Invoices and statements

2. Settlement of account

3. Delayed payment

4. Request for payment

5. Points to remember5. Points to remember

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.

L/O/G/O The process of payment

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.

The process of payment

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 sentDate:Subject: Acknowledgement of receipt of paymentDear 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

Sensitive situation

LOGO

LOGO

R. Hughes & Son LtdR. Hughes & Son Ltd21 Mead Road21 Mead RoadSwanseaSwanseaWest Glamorgan 3ST1DRWest Glamorgan 3ST1DR

Dear RobertDear RobertI am writing I am writing concerning our invoice No. H931concerning our invoice No. H931 for £919.63, a copy of for £919.63, a copy of which is enclosedwhich is enclosed. It appears that this invoice has not yet been settled.. It appears that this invoice has not yet been settled.

I see from our records that since we began tradingI see from our records that since we began trading you have cleared you have cleared your accounts regularly on the due dates.your accounts regularly on the due dates. That is why I wondered if That is why I wondered if any problems have arisen which I might be able to help you with? any problems have arisen which I might be able to help you with? Please let me know if I can be of any assistancePlease let me know if I can be of any assistance

Yours sincerelyYours sincerelyRichard CliffRichard Cliff

DirectorDirector

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

HOMEMAKERSHOMEMAKERS54 – 59 Riverside, Cardiff CPI 73W54 – 59 Riverside, Cardiff CPI 73WTelephone: +44 (0) 29 20 49721Telephone: +44 (0) 29 20 49721Fax: +44 (0) 29 20 49937Fax: +44 (0) 29 20 49937Email: Email: Rcliff@homemakers.comRegistered No. 035162Registered No. 03516220 November 20-----20 November 20-----

LOGO

REPLY TO REPLY TO FIRST REQUESTFIRST REQUEST

LOGOR. Hughes & Son LtdR. Hughes & Son Ltd21 Mead Road, Swansea21 Mead Road, SwanseaWest Glamorgan 3ST 1 DRWest Glamorgan 3ST 1 DRTelephone: +44 90) 1792 58441Telephone: +44 90) 1792 58441Fax: Swansea +44 (0) 1792 59472Fax: Swansea +44 (0) 1792 59472Email: Email: r.hughes@huson.co.uk2424thth November 20----- November 20-----

Mr R. CliffMr R. CliffHomemakers LtdHomemakers Ltd54 – 59 Riverside54 – 59 RiversideCardiff CF11/WCardiff CF11/W

Dear RichardDear RichardI was surprised to receive your letter of 20 I was surprised to receive your letter of 20 November in which you said you had not received November in which you said you had not received payment for invoice No. H931payment for invoice No. H931I instructed my bank, The Welsh Co-operative I instructed my bank, The Welsh Co-operative Bank, Swansea, Bank, Swansea, to credit your account in Barnley’s to credit your account in Barnley’s Bank, Cardiff, with the £919.63 on 2Bank, Cardiff, with the £919.63 on 2ndnd November. November.As my bank statement showed the money had As my bank statement showed the money had been debited to my account, I assumed that it had been debited to my account, I assumed that it had been credited to your account as well. It is been credited to your account as well. It is possible that your bank has not advised you yet. possible that your bank has not advised you yet. Could you please check this with Barnley’s, and if Could you please check this with Barnley’s, and if there are any problems let me know, so that I can there are any problems let me know, so that I can make enquities here?make enquities here?

Yours sincerelyYours sincerelyRobert HughesRobert Hughes

Claim your payment

Suggest checking again

LOGO

LOGO

INGENIEROS INDUSTRIALES SAINGENIEROS INDUSTRIALES SABarrio de Ibaeta s/n E-20009 San SebastianBarrio de Ibaeta s/n E-20009 San SebastianTel: (+34) 943 212800Tel: (+34) 943 212800 Fecha: 30 August 20-----Fecha: 30 August 20-----Fax: (+34) 943 618390Fax: (+34) 943 618390 Su ref: Su ref:Email: Email: i.costello@ingenieros.co.es No.ref: 613/02No.ref: 613/02

Sig.D. GiordianinoSig.D. GiordianinoOmega S.p.AOmega S.p.AVia Agnello 2153Via Agnello 215320121 Milano20121 MilanoItalyItaly

Dear Sig. GiordianinoDear Sig. GiordianinoWith reference to my letter of 10 August, I enclose copy invoices With reference to my letter of 10 August, I enclose copy invoices which made up your June statement, which made up your June statement, the balance of which still the balance of which still remains outstanding.remains outstanding.Having dealt with you for some time, we are concerned that we have Having dealt with you for some time, we are concerned that we have neither received your remittance nor any explanation as to why the neither received your remittance nor any explanation as to why the balance of €6,000.00 has not been cleared. balance of €6,000.00 has not been cleared. Please would you either Please would you either reply with an explanation or send us a chequereply with an explanation or send us a cheque to clear the account to clear the account within the next seven dayswithin the next seven days??Yours sincerelyYours sincerelyR. CostelloR. CostelloCredit ControllerCredit ControllerEncl.Encl.

Reason for 2nd request

Request for payment or explanation within the period

LOGO

REPLY TO REPLY TO SECOND SECOND REQUESTREQUEST

LOGOOmega S.p.A.Omega S.p.A.Viale Mortidio 61269 I – 10125 Viale Mortidio 61269 I – 10125

TorinoTorinoTelefono (+39)-11-5981461Telefono (+39)-11-5981461Telefax (+39)-11-628351Telefax (+39)-11-628351Email Email giordiand@omega.co.itwww.omega.itVs.rif. 613/02Vs.rif. 613/02ns.rif. SG/DAns.rif. SG/DADate 1 September 20----Date 1 September 20----

Sr R. CostelloSr R. CostelloCredit ControllerCredit ControllerIngenieros Industriales SAIngenieros Industriales SABarrio de Ibaeta s/nBarrio de Ibaeta s/nE-20009 San SebastianE-20009 San Sebastian

Dear Sr CostelloDear Sr Costello

First let me apologize for not having cleared our June statement or First let me apologize for not having cleared our June statement or replying to your letter of 10 August. However, replying to your letter of 10 August. However, I am surprised that you I am surprised that you did not receive our circular letter informing all our suppliers that did not receive our circular letter informing all our suppliers that we were moving from Milan to Turin.we were moving from Milan to Turin. I have checked our post book, I have checked our post book, and find that a letter was sent to you on June 30.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 As you will see from the copy enclosed, we warned suppliers that there might be some delay in clearing accountants and replying to might be some delay in clearing accountants and replying to correspondence as the move would involve employing new staff who correspondence as the move would involve employing new staff who needed time to get used to our accounts and filling systemsneeded time to get used to our accounts and filling systemsYou will be pleasd to hear that we have now settled into our new offices 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. and will have a fully trained staff by the end of next month. Meanwhile, Meanwhile, I am enclosing a cheque for €20,000 on account, and will send us 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 a full settlement of your June statement within the next few days.days.Could you please note our new address for future reference?Could you please note our new address for future reference?

Yours sincerelyYours sincerelyD. Giordianino (Sig.)D. Giordianino (Sig.)AccountantAccountant

Enc. Bank Draft No.427322 for €20,000 Enc. Bank Draft No.427322 for €20,000

Reason for delayed payment

Payment and other information

LOGO

LOGO

Delta Computers LtdDelta Computers LtdBradfield EstateBradfield EstateWellingboroughWellingboroughNorthamptonshireNorthamptonshireNN8 4HBNN8 4HBTelephone +44 (0)1933 16431/2/3/4Telephone +44 (0)1933 16431/2/3/4Fax +44 (0)1933 20016Fax +44 (0)1933 20016Email Email milliarj@delta.com9 December 20----9 December 20----

Outstanding invoices

A deadline to clear the account or else they’ll take legal action

4

5

6

L/O/G/O

MembersMembers