A “Sample Letter To Customer For Returned Check” is a notification. It informs a customer that a check they used for payment bounced. Banks return checks due to insufficient funds or account issues. Businesses often need this letter. It’s used when a customer’s payment fails.
Need to write such a letter? You’re in the right place. We will share templates you can use. Consider them examples or samples. They’ll make writing easier.
This article gives you a head start. We provide ready-made samples. Adapt them to your specific situation. Save time and ensure clear communication.
Sample Letter To Customer For Returned Cheque
[Your Company Letterhead]
[Date]
[Customer Name]
[Customer Address]
Dear [Customer Name],
This letter concerns cheque number [Cheque Number] for [Amount] which you sent to us on [Date of Cheque].
We regret to inform you that this cheque has been returned by our bank marked “[Reason for Return]”.
We would appreciate it if you could arrange for payment of [Amount] as soon as possible, plus a [Amount] returned cheque fee. You can make the payment via [List Payment Options].
We value your business and apologize for any inconvenience this may cause. Please contact us at [Phone Number] or [Email Address] if you have any questions.
Sincerely,
[Your Name]
How to Write Sample Letter To Customer For Returned Cheque
Subject Line: The Harbinger of Information
- Craft a subject line that immediately conveys the letter’s purpose.
- Example: “Returned Cheque Notification – [Cheque Number] – [Your Company Name]”. Brevity is paramount.
- Avoid ambiguity; the customer should instantly understand the topic.
Salutation: A Courteous Overture
- Begin with a professional greeting. Opt for “Dear [Customer Name],” unless familiarity dictates otherwise.
- Avoid overly casual greetings like “Hey” or “Hi”. Maintain a respectful tone.
- If you are unsure of the customer’s name, “Dear Valued Customer” can suffice as a placeholder. However, strive for personalization.
Body – Paragraph 1: Unveiling the Situation
- Clearly state that the customer’s cheque has been returned by the bank.
- Provide the cheque number, date, and amount. Include the reason cited by the bank (e.g., “Insufficient Funds,” “Account Closed”).
- Eliminate any equivocation; be direct and factual.
Body – Paragraph 2: Ramifications and Repercussions
- Explain the implications of the returned cheque. Mention any fees your company incurs due to the return, and whether these will be passed on to the customer.
- Outline the outstanding balance now due, including the original amount of the cheque and any applicable fees.
- Specify a due date for the customer to remit payment.
Body – Paragraph 3: Charting a Course of Action
- Detail acceptable methods of payment. Be comprehensive: credit card, cash, money order, or electronic transfer.
- Provide clear instructions for each payment method. For instance, include the address to mail a money order to.
- Consider offering a payment plan as an auxiliary option, demonstrating goodwill.
Closing: A Cordial Denouement
- End the letter with a professional closing. Phrases like “Sincerely,” “Regards,” or “Best regards,” are appropriate.
- Avoid overly effusive closings. Brevity underscores professionalism.
Postscript: The Parthian Shot (Optional)
- A P.S. can be used to re-emphasize the importance of timely payment or offer a direct contact for inquiries.
- Example: “P.S. Please contact us at [Phone Number] or [Email Address] if you have any questions regarding this matter.”
- Use sparingly; an overused postscript diminishes its impact.
Frequently Asked Questions: Returned Cheque Notification
This FAQ section addresses some of the most common questions regarding returned cheque notifications to customers. Understanding the process and implications is crucial for maintaining positive customer relationships.
Why was my cheque returned?
A cheque can be returned for various reasons, including insufficient funds (NSF), closed account, stop payment order, or issues with the cheque’s legibility/signature.
What happens after my cheque is returned?
After a cheque is returned, we will typically attempt to notify you promptly and may re-present the cheque to your bank for payment. A returned cheque fee may also apply.
Will I be charged a fee for a returned cheque?
Yes, a returned cheque fee, as outlined in our terms and conditions, is usually charged to cover administrative and bank charges associated with the returned payment.
How can I resolve the returned cheque issue?
To resolve the issue, you can provide an alternative form of payment, such as a certified cheque, money order, or electronic transfer, to cover the outstanding amount and any applicable fees.
What if I believe the cheque was returned in error?
If you believe the cheque was returned in error, please contact us immediately with supporting documentation from your bank so we can investigate the matter further.
Related:
Sample Letter To Children In Safe Houses
Sample Letter To Clients From Real Estate Assistant
Sample Letter To Clients About Closing A Business
