GUIDELINES

  1. Reference letters might be confusing, especially if you are not able to write a positive reference. The way you respond should be professional, polite and civil. Write only the truth and do not write based on your emotions. If the customer with the problem has a good credit record with your company and unavoidably made mistakes with his or her account, do not draw unnecessary attention to his or her mistakes by repeating them on the start and the end of your letter.
  2. Explain the objective of the letter and provide the name of the customer. If possible, also explain that the information is to be kept as secret.
  3. Provide the information he or she requested. If possible, check it with any forms or reports where you might have included with your reference.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

I have attached a copy of Mr. Thomas Green's statement of accounts with us. As can be seen in these reports, Mr. Green has not been prompt in paying for his accounts with us. He has continually been delayed in his payments with us, and he has not been mindful of the several warnings we have furnished him. If you have any other inquiries regarding this matter, please call me up at 333-3333. I will be more than happy to answer your questions.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -