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