Sample letter to suggest an alternate payment schedule

GUIDELINES

  1. Sometimes when a customer is not making his/her payments, the only way to collect the amount is to offer an alternate plan. Make sure that the client finds the new payment method suitable for him/her.
  2. Appreciate the customer for doing business with you.
  3. Tell the reader that you comprehend his/her difficulty in depositing the payment for now.
  4. Propose a different method or schedule of payment.
  5. Ask the reader to respond.

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],

It has been a pleasure for me to do business with you for over a year now. However, I have noticed that your lease payments have not been made on time for the past three months. Instead of payments on the 5th of each month, I have been receiving them on the 10th. While I am glad that there is still some regularity to the payments, I also wanted to ask if you would like to move the payment date to the 10th for the rest of the year. Please contact me at 434-3434 to confirm. While there is not a problem with this arrangement, I do want to make sure that this is clarified, so I can also plan my payment schedules accordingly. Thank you very much!

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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