GUIDELINES
- Begin the letter by an acknowledgement of the applicant's request for account details. Request for more information that will help to take the request forward. Mention that the details provided by the applicant to be kept confidential.
- Begin with a note of gratitude for holding an account in your company.
- Request for more details. Mention that the details are part of the usual procedure.
- Mention that the information provided would be kept confidential.
- End with a note of thanks for the co-operation of the reader. Anticipate a prompt response.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We at Metropolis Bank are happy to acknowledge receipt of your loan application form. We have checked the documents you included in your request and have noted that we are still missing a couple of requirements. As such, we would like to ask that you send us the missing information, as specified in the application form, as soon as possible. You can rest assured that all information you provide will be kept in confidence.
We are looking forward to finalizing this arrangement with you. Thank you for your business!
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Credit letter asking a client to submit missing information.
Further things to consider when writing credit letters to clients
Credit Letters
Credit letters are a written commitment by a third party, issued to guarantee payment of goods and services only, when the seller provides the acceptable documentation. Credit letters are usually issued by financial institutions such as banks. However, in some cases, mutual funds and insurance companies may issue these letters under certain circumstances. Credit letters are used to guarantee that the buyers' payments to the sellers will be received for the correct amount and on time. If something comes up and the buyer is unable to pay the seller, the financial institution that issued the letter pays the seller.
Credit letters are usually instructions, so you only need to include basic details. Include details of the seller, the buyer, the receiving bank as well as the amount of money to be transferred. Since this is a formal letter, the tone must be professional. For added security, include a list of terms and conditions, which all parties agree on. Where appropriate and if necessary, mention any requirements from the seller. Let all parties know that the amount can be drawn any time from the day the letter is written to the time it expires.
Letters to Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.
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