Business transactions nowadays are done personally, through email or via snail mail. For convenience purposes, some companies also allow payments to be sent via snail mail. This will lessen the hassle to their customers because they will no longer have to go to the business establishments themselves for the payment. However, there are cases when the customers forget to include the payment in the envelope.

Thus, you will have the need to inform a customer that the payment was not in the envelope.
In making a letter to inform a customer that the payment was not in the envelope, you have to be very careful. There is a tendency that the customer will not believe you, so you have to build good will and trust. Assure them that the transaction will then be processed right after they send their payment.

Show your appreciation for their business with your company. Tell them that you are looking forward to doing more to serve them. And leave your contact details should they have questions or concerns. Below is an example letter on how you can inform a customer that the payment was not in the envelope.

SAMPLE LETTER

Date

Sender’s Address
Title
Department
Company Name
Address

Customer
Address
City, State Zip

Dear (Name of customer),
Good day. This letter is to inform you that we have received the letter that you sent us regarding your payment for your last month’s credit bill. However, I am afraid to inform you that the payment was not in the envelope so we haven’t processed your payment yet.

We assume that you may have just forgotten to include the money, so we are giving you until next week to send us your payment. For faster processing of your payment, you can also go to our office personally to have your account processed in real time. As a part of our terms and agreement, we will be forced to charge you with penalty fee if you exceed our one-week deadline.

We appreciate doing business with you. We are looking forward to serving you in the future. Please feel free to contact us at 123-4567 should you have any concerns.
Thank you very much and have a nice day.

Sincerely,

John Smith
CS Representative
CooLio Industrial Company

In businesses, clients sometimes don’t have the luxury of time to personally give their payment to business transactions. Thus, they end up sending you checks that will serve as their payment. However, there are instances wherein you will have to inform a customer that the check you received was not signed. You have to be very careful when you make these kinds of letter, as this is a sensitive case. You can always send the check back to the customer, but it has to have a well-written letter with it.

Be polite and courteous when you make your letter. Be as conversational as possible, but still maintain the professional relationship with your client. Remind your client how he or she could be of big help to the business transaction. Always tell them that you appreciate the relationship between the two of you and that you are looking forward to transacting with them again.

Provide information on how they can contact you should they have concerns and questions. Below is a sample letter on how to inform a customer that the check you received was not signed. This sample letter can be of great help to you when you will have to inform a customer that the check you received was not signed.

SAMPLE LETTER

Date

Sender
Title
Company Name
Company Address

Recipients Name
Recipients Address
City, State Zip

Dear (Name of Addressee),

Good day. We would like to thank you for your payment for you last month’s credit card bill. We’ve already received the check that you sent us. However, I am afraid to tell you that the check you sent us was not signed and that we could not process it yet without your signature in it.

We understand that it may have just been due to urgency or emergency reasons. That’s why we are sending back the check to have it signed by you. As soon as we receive the signed check, your payment will be ready for processing.

Should you have any other concerns or questions, please feel free to contact me at 123-45-67. You can also call our customer service at 342-3232. We appreciate the business and we are looking forward to doing more transactions with you.

Thank you very much and have a nice day.

Sincerely,

Writer’s Signature

Writer’s Name
Writer’s Title
Department