GUIDELINES
- The reasons to write a letter to your creditor may vary. You might only want to inform a creditor that you have canceled payment because the check did not reach his/her office. If that's not the case, notify a creditor that you have stopped payment because you did not receive the goods or services you were expecting. Whatever the reason, your tone should be formal and courteous.
- State the check number, amount and the date you sent it.
- Inform the reader about the second check you sent if it seems appropriate. Do mention the check number and the amount.
- Notify the company that you stopped payment on the first check and indicate the reason too. If you haven't stopped payment, say that too along with the reason for not doing so.
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],
I mailed you a check #564 for $850 on February 25 for the acquisition and installation of a security system in my home. Sad to say, the installation was not commenced on March 1 as agreed, and your company has not even communicated with me on this matter. You failed to do what we have agreed on, and I cannot continue doing business with you. As such, I stopped payment on the check I issued, and I have to commission another company to install the security system.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Notify payment stopped due to delayed installation of camera.
Further things to consider when writing notify letters to vendors
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 Vendors
Letters to vendors are letters written to people or companies offering goods for sale. These letters could be written to inquire information about a product, terminate a contract with a vendor, or to inform a vendor of relocating of business. If you own a company, writing to your vendors is important as it provides you and the recipient with proof that you actually requested something or took action regarding an issue. It is also an effective way to communicate sensitive information that may not be communicated on the phone.
Letters to vendors must be written in the standard business letter format and should use an official letterhead. Start the letter with a statement that informs the recipient of the purpose of your letter. Explain the letter in details providing all the important information. For instance, if you are writing to terminate your contract with the recipient, mention the date when you want to effect the change. However, if your letter is to inform the recipient of your business relocation, you should provide the new business location and address. Be brief and use a professional tone. Finish on a positive tone and sign the letter with your full name.
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