Transmit a Payment • Example Letters, Guides and Samples

Write Your Letter Step-by-Step

1 Use a subject line to immediately state the purpose of the letter.

Sample Sentences for Step 1

• Regarding: Payment on Account #123-1234, John Doe
• RE: Partial payment of February invoice
• Subject: Transmittal of Payment for Agricultural Equipment Purchased on September 8, 2018
• Subject: Dispute payment for Invoice #1234, John Doe

Sample Phrases for Step 1

• Attn: John Doe
• Complete Payment
• Full Payment
• Payment for Invoice #1234
• Payment for March Services
• Subject: Partial Payment and Memo

2 State your reason for writing, the amount of the payment, the date, and the bill or invoice that the payment covers.

Sample Sentences for Step 2

• Enclosed please find my check for $3,000.00. This is payment in full for janitorial services in our office building for July.
• Attached is our check for $3,700.00 as a partial payment on our real estate contract. This amount reflects the two percent discount for payment before the first of the month.
• The enclosed check is payment in full ($45,340.00) for the agricultural equipment we purchased on August 29, 2018 (invoice #123).
• Attached is my check for $2,357.00, which is partial payment on invoice #12345.
• The attached check is our final payment on loan #123.

Sample Phrases for Step 2

• advance payment
• enclosed is a check
• payment on fees owed
• for invoice #555
• for your processing
• leaves a balance of
• our final payment
• payment in full
• price we agreed to
• should cover the balance
• only a partial payment
• to cover the cost of
• to pay for last month's services
• purchased from you
• will reduce our balance to

3 Discuss details associated with the payment, as necessary. These details may include problems, shortages, quality concerns, or expressions of appreciation.

Sample Sentences for Step 3

• I spoke with one of your staff on the phone yesterday concerning my account. He said you had not received my payment for May. As I went through my records, I found that I had sent check #123 for $67.00 to you on April 27, but it has not cleared the bank yet. It is either in your office or lost in the mail. In the meantime, I have stopped payment on the check and I have enclosed a replacement check to bring my account up to date.
• The attached check for $575.00 is our rent check for July, less the amount we paid for emergency plumbing repairs last month ($372.50). You will recall that we discussed the problem over the phone, and you authorized me to call the plumber and do whatever was necessary to get the toilet repaired. I have attached the itemized bill from Doe Plumbing.
• Thank you for the prompt delivery of our new equipment. Enclosed is my payment in full for invoice #123.
• The payment is $130.50 short because I am disputing the Doe Postal Service shipping charge of $238.00. The supervisor at the local Doe office says that the rate should only be $107.50 (see attached memo).
• We are very happy with the new equipment. Thanks!

Sample Phrases for Step 3

• appreciate your patience
• attached memo you sent
• because of temporary difficulties
• by the end of the month
• challenging the late fee
• does not reflect
• if there is an error
• memo indicating
• never processed the check
• plan to pay off the balance
• should be the final payment
• thank you for your help
• thanks for your cooperation
• the initial payment did not
• this covers the last two charges
• will find a difference