Transmit a Payment • Letter Templates and Guidelines

How to write this letter:

1	Use a subject line to immediately state the purpose of the letter.
2	State your reason for writing, the amount of the payment, the date, and the bill or invoice that the payment covers.
3	Discuss details associated with the payment, as necessary. These details may include problems, shortages, quality concerns, or expressions of appreciation.

Guidelines

Send this brief letter with a payment to ensure that the reader credits your account properly.

English Letters

Spanish Letters

Example Letter #1

RE: Payment of Doe Corp. account

Please find enclosed our payment for $500 which covers the balance of our account with Doe Corporation. This payment covers in full all construction services that Doe Corporation provided for us during the months of July-September, 2018. Thank you for your services. We have been very pleased with the new offices.

Example Letter #2

Subject: Payment of Doe account #555

Please find enclosed my personal check for $150.00 dated March 15, 2018. Please apply it to my account and mail me an invoice reflecting my current balance. Thank you for your usual prompt service.

Example Letter #3

RE: April payment for garbage services, account #123

Enclosed is Doe's check for $100 to cover garbage services for April. This contract has worked out much better than I expected. I want to discuss terms for an additional year. Please give me a call to set up a convenient time to meet.

Write Your Letter Step-by-Step

1

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

Example 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

Example 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.

Example 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.

Example 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.

Example 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!

Example 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

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