In business transactions, there are certain terms and agreements that have to be followed. However, there are instances wherein clients fail to meet these agreements. As a consequence, certain sanctions have to be implemented so as to remedy the problem. Having knowledge on how to properly cancel or suspend a customer’s credit account is very important.

First, you have to be courteous when you are canceling your client’s credit account. Make sure that you have explained well to them the reason why you are suspending their account. Do not make them feel as if they are being humiliated or hated. Always offer them other possible options regarding their credit accounts.

Below is an example letter on how to cancel or suspend a customer’s credit account. This sample letter can be of great help to you when you will have to cancel or withdraw a customer’s credit account.

SAMPLE LETTER

Date
Sender’s Address
Address

Customers name
Customer Address

Dear (Insert name of addressee),

This letter is to inform you that your credit account, #134232424, has been temporarily disabled due to delay in payments. We have reviewed your account and found out that you’ve been consistently late in paying your bills for the last four months. According to our policy, any client who cannot follow the terms shall be subject to deactivated accounts.

We have been trying to call you for two weeks now but we haven’t received any response from you. The company is assuming that you are undergoing a financial crisis. In light of this, we will give you the opportunity to sort things out as we still look forward to doing more business transactions with you.

Please contact us at our customer service center so that we can make an agreement on how you can settle your accounts. We will offer you different ways of payment. But for now, we are temporarily cancelling your account. We are grateful for our association with you. We are looking forward to solving this problem and continuing the good business relationship.

We hope to hear from you soon. Thank you very much and have a good day.

Sincerely Yours,

Writer’s Signature
Writer’s Name
Writer’s Title
Department