Sample credit reference letter for a potential client

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],

Due to the request you had sent us yesterday, here are copies of Mr. Abraham Black with us for the past six months. Please note that these documents are for your eyes only and to be treated with discretion.

Mr. Black has had a balanced credit account with us for the past year. However, these past six months, we have noticed a substantial decline in his ability to pay for his accounts with us. His payments usually are made at least two months past the due date, and we have already given him warnings several times. We regret to say that we do not recommend him to a potential client.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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