- 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.
- 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.
- Inform the client about the action you are going to take and why.
- End on a positive note. Offer your help. Express your confidence in the reader's willingness to resolve the issue.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We have just finished the verification process of your online reservation and your payment details. A copy of that transaction is enclosed herein. Unfortunately, the credit card that you used was rejected. It could be that you have typed in some incorrect details, or there could be a simple misunderstanding on the part of the bank. Kindly contact me as soon as possible at 4567890 to clarify this further. You can also choose to send us a check to the address on the letterhead, or deposit your payment to our account (Worldwide Bank, Account Number:12345678).
Kindly make sure that the amount of the check or for deposit is the exact amount due for your online hotel reservation. Please indicate your complete name and tracking number for all transactions. Thank you, and we hope for our immediate action on this matter.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to criticize a client for rejected payment.
Further things to consider when writing reprimand letters to clients
Reprimand letters are letters written to rebuke or criticize others because of their actions or behavior. These are usually written by supervisors at work and used as an official statement of a behavior an employee needs to improve. A reprimand letter specifically and clearly points out the behavior or performance problem an employee is supposed to improve as well as the consequences if he/she shows no improvement. In most cases, a reprimand letter is preceded by a formal verbal warning about the issue. It is one of the major elements that constitute a company's disciplinary process.
Effective reprimand letters use strong, yet respectable tone. Prior to writing, check to see that the company procedures and policies are in place. Start by mentioning the recipient's positive qualities or behavior. Make a clear statement of the performance issue or behavior that the recipient must improve. Explain how this has impacted the company negatively. Enumerate specific suggestions on how the recipient can improve the situation. Describe any actions that will be taken against the recipient if the situation doesn't change. End on a positive note that gives encouragement, demonstrates concern, or that expresses confidence that the recipient will resolve the issue.
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.