When you receive a reminder letter or a collection letter, you must reply quickly. Your reply letter should explain the situation. Remember that your business’s reputation is very important.
Before you write the letter, make sure you have all the information about the problem. If necessary, contact other people in your company. Ask them if they have anything to add, check that all of the invoice numbers, amounts, and dates are correct before you send the letter.
Vocabulary:
Enclosed is out check for ....................................................
Our records show ...............................................................
I have enclosed, for your information, ...................................
I apologize for any inconvenience this may have caused you.
Thank you for your reminder. I look forward to continuing our good working relationship.