GUIDELINES

  1. The function of this letter is to inform a debtor that the bank returned his/her check because of inadequate funds. Tell the debtor in a firm and courteous tone that you have to recover the funds he/she owes you.
  2. Inform your customer that the bank returned the check he/she used for payment. Do mention the check number and the exact amount.
  3. Ask the reader to pay immediately through any other method, such as money order or cashier's check. Also, mention the amount of penalty he/she has to pay.
  4. End by thanking the customer for his/her cooperation in rectifying the problem.

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],

Your check #455 of $200 was returned to us marked "insufficient funds". Kindly do something about this matter as soon as you can. You may pay us in cash or send us a money order of $215. The $15 fee is for the returned check. We are grateful for your continued business with our company, and we truly appreciate your commercial transactions. Thank you very much for your fast action on this matter.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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

Returned check notification letter due to insufficient funds.

Further things to consider when writing notify letters to clients

Notify Letters

Notify letters are letters sent to inform others about something important. These can be to notify someone of a lawsuit that has been filed against him/her, to inform a home owner that you are planning to move out, or to let various entities know that you have legally changed your name. Notify letters can also be used by companies to inform employees about changes in the company policy or to inform customers about the company's new location. In some cases, these letters have been used by employees prior to their resignation to inform employers that they (employees) will be leaving the company.

When writing notify letters, you need to be clear and direct to the point to avoid confusion. Clearly state the purpose of your letter. Ensure that the tone of the letter matches the announcement. If you are notifying the recipient about a demise, for instance, use a sensitive and empathetic tone. Conclude the letter on a positive note. It is worth noting that some notify letters such as those notifying moving out of rented property or leaving a company should be sent several days in advance. Those about legal matters should bear the necessary signature.

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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