Below you will discover 11 Sure-Fire Ways to Write amazing Request Letters: 1. Request for Replacement of Cheque on Pending Order 2. Request for Refund of Duplicate Payment 3. Request for Payment, Credit Line Exceeded 4. Request for Payment of Unearned Discounts 5. Request for New Employee Insurance Coverage 5. Request for New Employee Insurance Coverage 7. Request for Item Missing from Carton 8. Request for Instructions on Deferred Collections 9. Request for Instructions on Parts-Only Warranty Repair 10. Request for Instructions on Parts-Only Warranty Repair 11. Request for Listing of Employees to Be Tested.
1. Request for Replacement of Cheque on Pending Order
Dear (Name),
This to acknowledge that we receipt your cheque for your pending order. Thank you very much.
ADVERTISEMENTS:
Unfortunately, this cheque is not drawn in accordance with our contractual terms for payment and we are, therefore, returning it to you. Would you please authorize the issuance of a replacement cheque in accordance with the provisions for payment?
We are most anxious to deliver and will be looking forward to hearing from you in the near future.
(Your Name)
2. Request for Refund of Duplicate Payment
Dear (Name),
ADVERTISEMENTS:
On _____________ (Date), this office mailed to you a cheque in the amount of _____________ (Amount) as per your _____________ (Date) invoice. After reviewing your file, I realized that this account had been paid in full so I am enclosing a photocopy of our cancelled cheque no. _____________. I would appreciate it if you would reimburse this office for the duplicate payment. I apologize for any inconvenience this error has caused.
Thank you for your prompt attention to this matter.
(Your Name)
(Company Name)
3. Request for Payment, Credit Line Exceeded
ADVERTISEMENTS:
Dear (Name),
It has come to our attention that you have exceeded your line of credit on your Account No. _____________. In order to bring your balance down to the approved limit, it is requested that you remit the amount of _____________ (Amount).
In the event that you are unable to comply with this request, we suggest that you visit the bank as soon as possible, in order to make other arrangements
(Your Name)
Accounts Head
4. Request for Payment of Unearned Discounts
Dear (Name),
If you remember, we wrote to you about our terms on open account and are wondering if perhaps the personnel in your accounts payable department are unaware of these terms. If this is the case, we would appreciate it if you would bring this letter to their attention so that we may clear up any misunderstanding in regards to your account. The _____________% discount we offer our customers is only applicable when the merchandise received is paid for within _____________ (No. of days) of delivery. We have been receiving your payments more than _____________ (No. of days) after delivery. While you are under no obligation to pay sooner, this does not entitle you to take advantage of the discount. Presently, the _____________% discount is being deducted from the face of the invoice and our charges for your earlier unearned discount, which we have added to your statements, are being disregarded. The total amount due us at this time for unearned discounts is _____________ (Amount). We must ask that you remit your cheque in that amount to us as soon as possible.
We do appreciate your business and hope that this letter will help to clarify any misunderstanding.
(Your Name)
5. Request for New Employee Insurance Coverage
Dear,
Enclosed please find an enrollment form for the above captioned individual, (employee) is a transfer from (specify). It is the (name of firm) desire to waive the waiting period. We are
requesting immediate coverage on this employee.
Your consideration in this matter will be appreciated.
(Your Name)
6. Request for Name Change on Charge Card
Dear Sir,
My charge account with your company is currently held in my maiden name. Since I have recently married, I would appreciate it if you would change the name and address on my account to the following:
Account Number: _____________
Name: _____________
Address: _____________
State: _____________
Telephone: _____________
I would also appreciate receiving a new charge card with the imprint reflecting this name change. Upon die receipt of same, I will either destroy the old card or forward it to you, per your request.
Thank you for your prompt attention to this matter.
(Your Name)
7. Request for Item Missing from Carton
Dear (Name),
After thoroughly searching through the shipping carton, I am still unable to find the “protective cover” that is referred to in the User’s Manual. I can only conclude that it was inadvertently forgotten.
Please send me a cover as soon as possible. Thank you.
(Your Name)
8. Request for Instructions on Deferred Collections
Gentlemen,
May we please have your latest instructions on this account? We ask this because collection has been deferred at your request. Please let us know if any payments have been made so that we can update our files accordingly if there have been no payments tendered, we need to know how you wish us to proceed in your behalf.For your convenience, you may write your comments, here:
Thank you for your cooperation.
(Your Name)
Manager
9. Request for Instructions on Parts-Only Warranty Repair
Dear (Name),
This is to acknowledge our receipt of the product. If you will read our warranty for this product carefully, you will note that our one year guarantee covers parts only. Any labour required for
repairs is covered for _____________ (No. of days) period following the date of purchase. Therefore, while there will be no charge for any parts we may need to replace, there will be a minimal charge of _____________ (Amount) for our labour in making the necessary repairs.
We have enclosed a card for your instructions. Please check the appropriate box and return it to us as quickly as possible. We wish to thank you for purchasing our product and hope that we may continue to be of service to you.
(Your Name)
Customer Relations
10. Request for Instructions on Parts-Only Warranty Repair
Dear (Name),
This is to acknowledge our receipt of the product. If you will read our warranty for this product carefully, you will note that our one year guarantee covers parts only. Any labour required for
repairs is covered for _____________ (No. of days) period following the date of purchase. Therefore, while there will be no charge for any parts we may need to replace, there will be a minimal charge of _____________ (Amount) for our labour in making the necessary repairs.
We have enclosed a card for your instructions. Please check the appropriate box and return it to us as quickly as possible. We wish to thank you for purchasing our product and hope that we may continue to be of service to you.
(Your Name)
Customer Relations
11. Request for Listing of Employees to Be Tested
Dear (Name),
On _____________ (Date), we will be administering our lie detector test to your employees.
We would appreciate it if you would provide us with the names of all of the employees that are to be tested, at your earliest convenience. This will enable us to conduct the tests quickly, without any needless waste of time.
Thank you for your cooperation in this matter
(Your Name)
(Company Name)