Such a letter should specify the amount and nature of enclosure (Cash/Cheque/ Draft/Postal order) and should give the number and date of the bill being paid.
There are times when payments cannot be made because of certain errors in billings or statements of accounts, or non-compliance with the terms settled earlier. On such occasions, letters should be written promptly referring to the delay in payment.
1. Letter regarding remittance for goods received:
Dear Sir,
Enclosed here with is our Cheque No.-177455 drawn on City Bank, New Delhi, for Rs. 4,507 in full settlement of your invoice No. 34 dated August 1, 2004. Receipt of the cheque may kindly be acknowledged.
Thanking you
Yours faithfully
Suresh Agarwal
2. Letter about disputing an account:
Dear Sir,
We regret to have to return herewith, your statement for the month of March 2004, as it does not agree with our books. We find that, you have charged us for 75 books, while we had purchased only 70 books. We shall be obliged if you look into this matter immediately, and let us have the amended statement.
Thanking you
Yours truly
Babban Sahu
Acknowledgments of remittance
A letter acknowledging receipt of payment is not necessary, as the letter is transmitted as a matter of routine. Whenever letters disputing an account are received, claims of errors in billing have to be carefully investigated and acknowledged immediately. If the error is proved, admit it, apologies for it, and offer adjustment. This is one of the golden rules of business.
3. Letter of acknowledgment about cheque :
Dear Sir,
We are in receipt of your Cheque dated July 24, 2004, in full settlement of our invoice No. 292. Enclosed is the receipt for the same. We are sure you will place fresh orders, once our accounts are cleared.
With regards
Yours faithfully
Raman Gupta
4. Letter of acknowledgement :
Dear Sir,
We acknowledge the receipt of your cheque for
Rs. 4,570 against our bill No. 39 dated 15th December 2004.
May we now expect you to favours us with further supply orders.
With thanks
Yours faithfully
Manoj Agarwal
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