Writing
Asking for payment
1. There are usually three steps involved when you make written requests for payment. Study the steps given below.
First request
This is usually a polite enquiry. The tone of the letter or fax is neutral. You are simply reminding your customer that the account is overdue.
We note that your account, which was due for payment on 1July, is still outstanding.
Could you please let us know why the balance has not been paid.
We hope to receive your cheque by return.
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Second request
This is a stronger letter or fax and its tone is firmer. However the tone should still be polite. The letter should:
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refer to the previous request and include copies of the relevant invoices.
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ask for an explanation as to why the account has not been paid.
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ask for payment to be sent.
Could you let us know why you have not settled your account?
We hope to receive a cheque from you within the next few days.
We must ask you to clear your account within 14 days.
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Third request
If payment still has not been made and no explanation given, a third letter or fax must be sent. This should:
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summarise the situation and refer to previous letters or faxes.
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allow the customer a final opportunity to pay.
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inform the customer of the consequences of not paying, for example the possibility of legal action.
We note that you have not replied to our previous requests for payment.
We must ask you to pay within 7 days.
If we do not receive payment by this time, we will have no alternative but to take legal action.
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2. This fax was sent to chase payment of an unpaid invoice. Complete the fax using the words in the box.
cheque invoice latest outstanding settle
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Williams Evans
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194 Sharp Street West Didsbury Manchester M20 6TW
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Tel: 0161 434 2748 Fax: 0161 434 6386
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FAX
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If we do not receive all of the pages please telephone us immediately
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To: Tina Davis, Chief Accountant, Warners Ltd
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From: Teresa Lopez, Accounts Department
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Date: 10 March
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Account №: PD 2050
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Number of pages, including this one: 1
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Dear Ms Davis
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Our invoice 5280 dated 2 February
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With reference to our … no. 5280 of 2 February, we still have not received your payment. Would you please let us have your … as soon as possible or an explanation of why the invoice is still … . We were expecting you to … your account by 28 February at the very … .
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I look forward to hearing from you soon.
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Yours sincerely
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Teresa Lopez
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3. Here is the second request for the payment referred to above. Choose the correct words or phrases from the brackets to complete the fax.
To: Tina Davis, Chief Accountant, Warners Ltd
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From: Teresa Lopez, Accounts Department
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Date: 25 March
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Account №: PD 2050
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Number of pages, including this one: 3
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Dear Ms Davis
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I wrote to you on 10 March concerning our February (bill/statement). Your account is still £3,500 (owing/overdue). I enclose a copy of the statement and our fax.
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I have not received either a reply or any (payment/sum) from you. I’m sure you (know/understand) that late payment create problems for us. I would (appreciate it/be happy) if you would let me know why your account has not been (cleared/sorted).
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I must ask you to (handle/settle) the account (by/within) the next two weeks or give me reasons for not doing so. I hope you will give this (business/matter) your (immediate/special) attention.
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Yours sincerely
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Teresa Lopez
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4. Here is the third request for payment. The paragraphs are not in the correct order. Write the correct sequence of paragraphs.
To: Tina Davis, Chief Accountant, Warners Ltd
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From: Teresa Lopez, Accounts Department
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Date: 9 April
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Account №: PD 2050
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Number of pages, including this one: 4
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Dear Ms Davis
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You have not replied to my faxes nor have you offered any explanation for not clearing your account.
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I wrote to you on 10 March and 25 March concerning the above account which has an outstanding balance of £3,500. I enclose copies of the faxes and a statement of your account.
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Please forward your payment within the next seven days. If we do not receive payment from you, we shall have no alternative but to take legal action to recover the amount.
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Yours sincerely
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Teresa Lopez
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5. You are the credit controller for a chinaware goods manufacturer based in the South of England. One of your customers, a department store in London, has not paid its account for June. It is now July and your company is owed £8,500. Write suitable faxes for these situations (see Writing File p. 212).
1. It is 12 July. You still have not received payment from the department store.
2. It is 25 July. You have received no reply to your fax of 12 July requesting payment.
3. It is 5 August. You have received no reply to your previous faxes.
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