Criticize a client for not paying fees - sample letter

GUIDELINES

  1. You should keep your tone calm and courteous while writing a warning letter to your client. Inform the reader that you are suspending his/her credit card or penalizing his/her account. Clarify to the customer that you don't want to take such action. Mention the reason. Keep it brief and precise.
  2. Start with a positive statement. Start with a positive statement. Let the reader know that you valued his/her business. Also mention that you want to keep doing business with him/her.
  3. Inform the client about the action you are going to take and why.
  4. End on a positive note. Offer your help. Express your confidence in the reader's willingness to resolve the issue.

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],

You are a valued member here at Club Prestige, and it is our honor and pleasure to be of service to you. Unfortunately, if your membership dues remain unpaid by April 30 this year, we have no choice but to inactivate temporarily your membership and cut-off your privileges here in the club. Based on our records, you still have a balance of $575. Should you need clarifications on this, kindly talk to any of our account executives. You can call them at 4858585. We hope this can be straightened out already because we certainly want to be able to continue serving you.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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