A notification letter regarding cancellation of check payment in transit can be caused by several reasons. It can be due to sudden change of creditor’s location. It can also be caused by:

1. Undelivered goods after the expiration of the contract date.
2. Goods delivered but are not in accordance with the agreement signed by the parties.
3. Services that are not rendered after the completion date has already lapsed.
4. Rendered services but are not of good quality or incomplete performance of obligation.
5. Others of the same nature.

Despite the circumstances, this letter must maintain politeness, as the sender must keep good relationship to outside parties.

Sample Letters

Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

We kindly inform you that we have placed an order to the bank holding our check payment to you on halt. The (check number) amounting to (value) dated (issuance) with account number (no.) has been stopped due to goods that were delivered, which are not in accordance with our agreement.

We wish to hear from your office the soonest possible time so that we can agree on how to settle things. We are happy to still do business with you. Thank you and God bless your dealings.

Sincerely,

Your Name

Sample Letter # 2

Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

We kindly inform you that we have placed an order to the bank holding our check payment to you on halt. The (check number) amounting to (value) dated (issuance) with account number (no.) has been stopped due to partially fulfilled performance of service to our company

It is based on our stipulation that there be completed service first before payment is made. I have signed a check with the knowledge that your workers have finished the installation of wirings in our currently renovated building at (address) since the contract time of (expected completion) has already lapsed.

We wish to hear from your office the soonest possible time so that we can agree on how to settle things. We are happy to still do business with you. Thank you and God bless your dealings.

Sincerely,

Your Name

There are different kinds of returned checks:

1. Checks returned if the issuer has no sufficient fund amounting to the value stated in the face of the check;

2. Checks and drafts returned with a Frozen Account or Blocked Account stamp (theses are not valid for redeposit);

3. Checks returned with ‘Stale Dated’ stamps that are past the outstanding expiration date set by the issuer;

4. Checks returned for ‘Post Dated’ issue, which means the date on the check was for a future date;

5. Signature missing returns that are the most common fault where the signature on a check is lacking;

6. Check returned stamped ‘Altered’, which means the check does not match the account holder’s records or the bank’s records, and others with the same nature as the ones mentioned.

Whatever the reason is, since the sender still needs to convert the check into cash, the letter to inform the debtor that the check has been returned must maintain a demanding but polite tone.

Sample Letter

Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

This letter is to kindly notify you that we are returning the check issued by your company as a payment to the goods we have delivered to you. The return is due to insufficient fund deposited in your account.

Upon the delivery of the goods (type of goods, quantity), Freight on Board-Destination (specify the shipping agreement,) our collection department called up to your office to check for the payment status. We were informed that immediately after you have inspected the package and signed the delivery report, your department has issued a check with the account number (no.) amounting to (value), control number (no.). Truly, our officer was able to receive the check and 3 days hence, cashed the same and learned the account has an NSF status.

We understand that you are in good faith regarding this issue, reason why we would like to hear from you as soon as possible so we can discuss how to settle our transaction. It is our pleasure to be doing business with you. God bless and thank you.

Sincerely,

Your Name

In the event that the profile of a debtor has already been reviewed and has passed the qualifications for a loan approval, a letter of credit approval must be prepared in the manner to be discussed.

The sender must always start the letter with the entire basic format then hit the first lines straight to the point. A summary of the agreement may be stated in the body of the letter. If the terms and conditions are attached there with, the letter need not be too lengthy unless there are provisions not touched by the loan terms and agreement.

Sample Letters

Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

This letter is to inform you that we have received and reviewed your application for loan. We are happy to inform you that your request has been approved and is currently being processed.

Having a minimum tangible asset of (amount) and a minimum owner’s equity of (percentage as per total asset), our company has decided to grant you the loan. Under suitably executed security documents you shall provide us with the following collateral as security for the credit:
Accounts receivable amounting to (value), equipment with a carrying value of (amount), and (others that you wish to specify).

Your written expression of agreement must be secured, as we shall do business as bounded by the terms contained therein.

We are happy to be doing business with you. Thank you and God bless your dealings.

Sincerely,

Your name

# 2 Sample Letter

Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

This letter is to inform you that we have received and reviewed your application for loan. We are happy to inform you that your request has been approved and is currently being processed.

A file has been sent to you in your email that outlines the terms and conditions binding the credit rules. We would like to hear from you as soon as you receive this message to schedule a meeting with the finance officer of the company for clarifications that you might want to discuss.

We are happy to be doing business with you. Thank you and God bless your dealings.

Sincerely,

Your Name

Should you find practical reasons to cancel your own credit account, say your financial management team found other capital source cheaper, or you have considered liquidating non-cash assets rather than outsourcing from a creditor, a withdrawal letter must be written straight to the point.

Keep the whole letter as polite as possible for the cancellation is a loss incurred by the creditor or financing institution to where you have initially engaged yourself with. A letter addressed to the bank needs no reason for the withdrawal.

Sample Letters

#1
Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

We kindly notify you that we are requesting the bank to close our account at your (branch), (account holders name, account type).

Stated herein is the number of my unused check bearing a sum of (amount) with a check number of (control number). We extend our apology for the sudden cancellation.

We thank you for your prompt attention regarding this matter.

Sincerely,

Your Name

On the other hand, a non-financing company or an individual to whom you’ve requested the credit may opt to know the reason why the unexpected cancellation happened. You may have future dealings with the same company so it is best to keep a grateful impression about the help they have approved to extend prior to your notice of cancellation.

# 2

Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

We are in deep gratitude about the approval of the loan we have proposed to you/your company. This letter is to kindly notify you that we are requesting the cancellation of our credit.

Upon receiving a current report from our accounting department we were able to come up with the findings that our company has enough assets that can be liquidated above its book value that is quite sufficient in meeting our financial demand. The management thought of utilizing the remaining alternative so that we spare your company from the loss you might incur upon lending your idle money with less a normal rate instead of yielding high pay back by investing to the market.

In a company, writing a business letter plays two important roles. It tells outside parties what is being said, and it leaves a lasting impression about the company by how the message has been said.

These main points must be taken into consideration when writing to a debtor or a creditor with the aim of maintaining a good relationship in the long run. Below is a sample of polite way of cancelling a customer’s credit.

A finance officer may find it appropriate to cancel a customer’s credit account for several reasons. The client may have defaulted in one of his installments, to name one. The tone of this letter should be feel-sensitive and concerned to ensure a positive feedback from the customer.

Sample Letter

Date

Sender’s Name
Office Position
Department
Sender’s Address

Addressee
Company Name
Company Address

Dear Name:

We are writing to inform you that your credit account has been suspended due to default in payment of several installments. For the month of (scope), we have confirmed that your payments have been delayed and that up to present date, our company hasn’t received any settlement yet.

Upon noticing that for several months your payments were irregular, we have contacted you with the best of our ability and with all the available information you have provided us. Since it is our duty to keep good customers informed and taken cared of, we made several attempts to call your attention but despite series of calls to reach you, we received no response from you, sir/ma’am. As stipulated, upon facing this event, we are temporarily calling off your account assuming that you are undergoing restructuring and financial constraints.

In this regard, we are requesting a call from you through the customer service lines provided in your copy of our contact information. We would like to discuss with you available ways of payment so that you can settle things with the company. Your dealing is crucial to us and we desire that you be recovering from this difficulty any time soon.

Sincerely,

Your Name

It is important to inform a customer of an incorrect payment amount and ask for the balance to clarify the condition of the payment. The letter used to clarify the incorrect payment should be clear and concise. The problem with most letters is that they discuss many things that do not matter.

The letter should be simply laid out. This should include the statement of the payment and the amount that is required. The letter should also include the possible penalties. This is very important so that the consumer be aware of the consequences of having a wrong amount paid.

The bank should also present the actual receipt containing the time, date and amount of money that has been transferred. This would eliminate any misconception and errors that could arise later on.

The incorrect payment letter should be sent to all the possible addresses of the customer including his home, job and business spots. This would assure the bank that the letter would be received. A rapid response from the consumer involved can also be attained.

The time and date that the payment is required is very important. The means and options to pay should also be indicated. The details would give the costumer an idea on how to respond to the inquiries. An example of the letter can be viewed as:

Sample Letter

May 19, 2010

Bank of America, Chicago Division
#67 Black Street Drive
Chicago, IL

Mr. Tony Jackson
Manager
Dept. of Accounting
Wal-Mart Chain Stores
#24 Mary St. cor. Molly St
Chicago City, IL

Dr. Mr. Jackson,

We regret to inform you that the latest payment forwarded to us dated May 15, 2010 appears to have a discrepancy. The amount paid is not matching the balance required. It lacks two thousand dollars to finish the payment terms. The total bill was seven thousand dollars while you only sent five thousand dollars.

The additional payment can be sent using credit card, remittance or PayPal. The payment should be done on or before May 24, 2010. Failure would lead to penalties and legal action. We hop to hear from you soon.

Truly Yours,

Tony Williams
Bank Manager
Chicago Division

The follow-up on a complaint from a customer letter is a very sensitive process since it addresses the trouble between the consumer and the institution. This follow up letter should be carefully written since it could elicit a negative response, which could affect customer relations. Many institutions have a high regard for the saying “The customer is always right.”

This is completely true since the consumer is the lifeline of a business. The letter should be written without taking sides. The issue should be tackled on neutral grounds to prevent favoritism. Companies usually discuss the issue by first stating the facts while taking consideration the feelings of the consumer. The consumer should be given utmost respect when writing the letter.

The process of conducting business with consumers is more complicated that one would think. It is important that a complimentary relationship be established. This would prevent misconceptions from both sides.

Most follow up letters contain offers, which are given to the consumer. It serves as an incentive for the troubles caused. It is important that the consumer feels that he is the main priority. If the consumer is mistreated, bad word regarding the institution could spread.

This should be contained and changed by establishing a better relationship with the troubled client. It would be a great help for the institution if bad feedback regarding their products and services were reversed. This would allow them to attract more customers and maintain their previous ones.

Sample Letter

Jan 29, 2010

Henry’s Steak
#34 St. Dominique Drive
New York City

Mr. James William
Chairman
Dept. of Research and Development
University of New York
#2334 St. Carlos St
New York City

Dr. Mr. William,

As delegate of this dining institution, I want to express my deepest apologies for all the troubles you have experienced in our restaurant. We regret that you have encountered trouble with one of our staff who has violated your privacy and rights. In order to make up for this, we would like to offer you a free dining option with your family and friends. You could reach us anytime at the numbers included below. We hope for your kind consideration in this matter.

Sincerely yours,

James Bryant
Restaurant Manager

The letter used to inform a customer of an overpayment is a financial letter. Like most financial letters, it needs to have a summary of the financial statement to make things clearer. A lot of Banks are releasing the letter to inform a customer of an overpayment when the amount paid is greater than the balance. The letter should be sent immediately so that the customer can act accordingly.

The letter can also be sent digitally using the internet and other electronic messaging system. By using the internet, the banks and payment institution can receive a faster reply. This is cheaper and more practical.

The letter is formatted in a very simple way. The date the payment was received and the amount should be stated clearly or in bold letters. The letter should also contain the options on how the excess amount is to be reimbursed. This is very important since the money of the client is on the line.

Since a human error on the side of the client is responsible for the mistake, penalties can be placed if the date required for the response is not complied. That is why constant communication should be established. The letter should be resent in case no response from the client is received after weeks. The format and basic contents of the letter can be seen below:

Sample Letter

June 7, 2010

Trump Lending Institution
#5663 Black Diamond St.,
New York City, NY

Mr. Joe Molly
Security Personnel
New York District High School
New York School Security System
#2431 Kids Drive
New York City, NY

Dr. Mr. Molly,

We are writing to inform you that the payment made is greater than the amount required to establish the balance. The payment was made last week, June 4, 2010. It is the policy of our company to assist you in any way possible to return the overpayment.

The amount due is 3000 dollars. We received your payment of 5000.00 dollars. Please contact us regarding the overpayment. We can apply the amount to your next bill or return the overpayment of 2000.00 dollars. Please contact us immediately. We hope to get a response from you soon.

Yours truly,

Carlos Hendricks
Head, Lending Dept.

The letter to inform customers of a misprint is very important to clarify details about important information. This letter is usually sent for legal and financial clarifications to serve as actual records of the error or wrong information.

The letter can be used in legal issues. Legal processes such as affidavit and statement release is very sensitive. One error could lead to legal ramifications that could get someone in trouble. In order to prevent this, both sides should have clear communication of which information is correct. The letters sent should be copied and kept in a safe place.

The court recognizes the letter to inform customers of a misprint as a legitimate legal document. This is very useful for cases where in there is an argument between two sides. The letter could be used to support the statement of one person.

The format of the letter is simple. The statements made should be compared to the correct information. This would show the discrepancy clearly. The letter should also contain the time and date the statements were made.

This should be a reference in case the truth is being investigated. For simple purposes, the letter does not need the signature of a lawyer and other legal personnel. A sample of the letter is written below:

Sample Letter

June 29, 2010

State Law Offices of Atlanta
#3314 St. Justin Drive
Atlanta City, CA

Mr. Perry Childs
Sales Executive
Sales Division
Atlanta Real Estate Company
#124 White Road Drive
Atlanta City, CA

Subject: Speculation on the Fraud Case Against Mr. Chris Franklin

Dr. Mr. Childs,

This letter is to certify that an error has occurred in the processing of sensitive information. The time and date previously stated is not in accordance with the initial statement released.

According to the initial statement, the time and date the money was received was at around 5:00 pm of June 23, 2010.

The later statement listed the time and date as 6:00 pm of June 24, 2010. There is clearly a misprint of details. It is important that you get back to us as soon as possible so that we can resolve the conflict.

Respectfully yours,

Mr. Martin Bull
Legal Counsel

A good way to keep a customer up to date on the progress of a project is to send a letter to the client. This is very important during projects since the consumer is the recipient of the work. The letter should be concise and should contain all the information about the project. A time line or a Gantt chart should be included in order to show the progress much more clearly. This is a good indicator of the direction and accomplishments done for the purpose of the consumer. The letter is used in the field of engineering, construction and other fields where long and short-term projects are done.

The letter should include graphical representations of the actual results in order to better show the consumers the accomplishments done. Many letters would include a compilation of photos and pictures showing the product from its initial appearance up to the latest results. Everything done should also be included such as the tools and materials used. Aside from that, the methodology and procedure should be enumerated.

People in construction firms use this kind of letter to show the progress of the structures currently being built. This is a way of communication between the builders and the client seeking their services. The letter is sent on a regular interval as a form of update. With the request of the client, the contents of the past letters can be included. Here is an example of the letter:

Sample Letter

May 3, 2010

Bob’s Construction
#42 St. Dylan Drive,
Utah City, Utah

Mr. Robert Bates
Owner and Developer
Property Development
Bates Construction Company
#2334 St. Carlos St,
New York City, NY

Dr. Mr. Bates,

We are now entering the final phase of the construction and we have finished cementing all the floors. Also, the windows are currently being installed. All the electrical and plumbing aspects of the structure has been installed and rechecked for mistakes and damage.

The photographs of all the rooms and stairs are included below the letter. We are currently on schedule since we still have a month left to finish painting and installing wallpapers.

Respectfully Yours,

Liza Masters
Overall Project Head