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 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 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

Writing a letter informing an employee that they have received a raise and/or a promotion is one duty a company officer can performs with a big smile on their face, since they are basically rewarding the employee for the outstanding performance of their duties. Copies of the letter are usually sent to the staff member concerned, their immediate supervisor and the human resources department. If necessary, a copy of the letter may also be posted on the company bulletin board to inform other staff members of the promotion.

This type of letter usually begins with the writer informing the recipient of their promotion or raise. If the recipient has received a raise, the letter informs them of the amount of their new salary as well as any other benefits that go with it and the date when it will become effective. If they have received a promotion, the letter will inform them of their new position and what additional duties and responsibilities are expected of them, as well as the additional compensation they will be receiving. The letter can end with congratulations and the hope that the employee would continue performing at the same high level as they have been demonstrating.

Below is a model of a letter to an employee informing them that they have received a promotion or a raise.

Sample Letter

May 30, 2010
Agri-Foods Ltd.
Nashville, Tennessee
email@server.com
www.website.com

Waylon Cash
Accounting Department

Dear Mr. Cash,

Greetings!
We are pleased to inform you that due to your exemplary performance, you have been promoted to the rank of Senior Supervisor in your department. This means that you will now be supervising staff members working in one of the department’s sub-divisions, and will be reporting directly to the head of the department. You have also been promoted two additional salary tiers and will now be receiving a salary of $52,492 a month, as well as other benefits commensurate with your new position.

Please consult with your immediate supervisor regarding the turnover of your duties to other staff and schedule a meeting with the department head before the end of the week regarding your new responsibilities.

Congratulations on your new position and we hope that you will continue performing at the same exemplary level that you have demonstrated in the past.

Sincerely yours,

Christopher Jennings,
Head, Human Resources Department

Business anniversaries are important occasions for a company, since they provide officers and staff an occasion to celebrate its achievements. This is particularly vital if the company has reached a significant milestone, such as its 20th anniversary. These occasions are usually commemorated by a company event such as a special dinner or a barbecue.

While it is more convenient to send out invitations to such an event, it might be better for the company to mark such a milestone by sending out a letter reminding employees of this special occasion, which could be written and/or signed by the company president. Using a letter would highlight the importance of the occasion in the minds of staff members.

The important elements of a letter informing recipients of a business anniversary are a reminder of the exact date of the anniversary, the importance of the occasion and the date, time and venue of any celebrations held to mark the event.

Ideally, the letter should be no more than one page in length, although it does not necessarily have to be short. The tone should be cordial but not too informal. The opening salutation is not addressed to one particular individual but is a general salutation directed in general to all the employees of the company.

Below is a model of a letter informing staff members of a business anniversary that writers can adapt for their own use.

Sample Letter

September 10, 2010

Subject: Anniversary Event

To all staff members of Generic Company,

Ten years ago I, along with my partners, founded Generic. When we started, we had only four workers and a single delivery van. Today, we have already established factories in five states and are marketing our products abroad.

We are also providing over 5,000 jobs in the local community. These are not inconsiderable achievements at a time when the majority of companies fail within their first year. To mark this very special occasion, we are holding a company barbecue at the Hot Steers Grill on 21st Avenue starting at 4 pm on September 21. There will also be a live band performing starting at 8pm for those who would like to go dancing after dinner.

Attire is semi-formal and friends and family are welcome. If possible, however, please inform your supervisors beforehand of how many guests you intend to invite.

We hope to see you all there.

Sincerely yours,

John Smith
President, Generic Company

Regular meetings are a way of life at most companies, as departments constantly need to meet to set goals and review targets. Unfortunately, busy employees may forget about these routine meetings, requiring supervisors to remind them by writing a letter. These letters are purely formal in tone, and should be terse and to-the-point. They should also not include any extraneous details.

The most important elements of a letter informing staff members about a meeting are the date, time and place, which department members are expected to participate and the agenda of the meeting. The letter should also state what documents or reports staff members are required to prepare for the meeting.

The letter need not have a personalized opening salutation, since they are not addressed to individual staff members, although if desired, the printed letter can have the name of an employee typed beside the salutation. It also does not need to have a closing salutation although one can be included if desired.

Below is a sample letter reminding employees of a routine meeting that writers can adapt for their own use.

Sample Letter

May 10, 2010

Subject: Regular Monthly Meeting

Dear [name of employee],

Greetings!

As you know, our department holds regular monthly meetings to review our accomplishments for the past month and set new targets for the coming month. However, we have noticed lately that not all members of the department have been attending such meetings due to the pressure of work as well as prior commitments; thus we are sending this notice to remind you of the upcoming department meeting so that you can rearrange your schedule in advance.

This month’s meeting will be held on January 6, 10 a.m. at the mini-conference room. The agenda of the meeting is to assess sales of our recently-introduced product as well as to set new sales targets for our existing product line in the short and long-term. A more detailed agenda is enclosed with this letter.

In line with this, we request that concerned staff members prepare sales reports for the months of November and December, as well as any other relevant data. Attendance at the meeting is mandatory for all department staff. See you there.

Jim Jones
Head, Sales Department
Rockwell Company

In the course of business, shipments will sometimes be incomplete or incorrect. If this happens, formalize your request for a correction by writing a letter to the shipper. The tone of the letter should be professional and civil, and avoid being accusatory or making angry statements that you may later regret.

The essential elements of a letter notifying a shipper of an error are the identification of the mistake and the request for a correction. If there are any documents, such as a shipping manifest, which could help in clearing up the situation, they should also be mentioned in the letter and copies enclosed with it.

Always address the letter to the specific individual who can resolve the problem. Make the letter concise and to-the-point and avoid including extraneous details in order to avoid muddling the issue.

End the letter with an expression of hope that the situation could be resolved promptly. Also, you should include the name and number of a contact person in case the shipper has any clarifications or other concerns.

Below is a model letter notifying the shipper of an erroneous shipment, which the writer can adapt for their own needs.

Sample Letter

September 21, 2010

Paul Smith
Orders Manager
Soundtimes Group
Chicago, Illinois

George McAvity
Head, Shipments Department
Audiophiles Inc.
Chicago, Illinois

Dear Mr. McAvity,

Greetings!

This letter is in regard to your September 20, 2010 shipment to us, which we ordered from you on September 5. If you will recall, the order we made was for 250,000 units of Bosch earphones and 60,000 units of Denker speakers. However, upon examination at our warehouse, the shipment of earphones was found to be in excess of 50,000 units. The brand of speakers sent to us was also not the brand that we request.

We assume this is merely an oversight on your part; however, we are returning the erroneous shipment. Please send us the correct brand of speakers we ordered by the soonest time possible, as our client is already waiting for his order. We are also enclosing, for your information, a copy of the original sales invoice showing our correct order.

We would appreciate receiving the corrected order by September 25 at the latest. If there are any other concerns or clarifications, you may contact John Franken at 010-506-1010.

Thank you for your prompt action,

Respectfully yours,

Paul Smith
Shipments Manager
Soundtimes Group