GUIDELINES
- 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.
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],
Here at Floyd Telecoms, we value all of our subscribers. We want to give them the best kind of service available and we give each one fair treatment too. Going through your records today, it came to my attention that you have not settled two months of your billing statement. Right from the start, we always inform our customers that a bill becomes overdue if it has not been paid within 30 days from cut-off date. It could have slipped your mind, or perhaps you are currently in an inconvenient situation. Nonetheless, I have to ask you to pay fully your dues by May 30, 2011, otherwise, your account will be forwarded to the credit and collection department. Kindly contact us immediately as we have not been successful in all our attempts to call you. We are willing to work things out, but without any response from you, there is also nothing that we can do to erase your record.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter to reprimand a customer for not settling bills.
Further things to consider when writing reprimand letters to customers
Reprimand Letters
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 Customers
Letters to customers are letters written by businesses to people or organizations who buy goods and services from these businesses. These letters can be addressed to specific customers or to all customers, depending on the issue. If you own a business, there are many times you may find it necessary to write to your customers. For example, you may want to send apology letters for billing errors, collection letters to those who owe you money, follow-up letters after initial customers' visits, marketing letters to promote conference events, etc. Constantly writing to your customers is essential as it makes the customers feel valued and strengthens the company-customer relationship.
All letters to customers are formal. Therefore you should maintain a professional tone. Address the customer by his/her name instead of "Dear valued customer". Thank the person for being your customer. Convey your message clearly and concisely without mixing information. Separate important information and label it with subheadings. Avoid putting off the customer with detailed terms and conditions. Instead, put these on a different page. Tell the recipient how to contact you and how to stop receiving letters. Conclude with a positive remark. Write your name and hand sign the letter.
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