A “Sample Letter To Someone Who’s Check Bounced” is a written notice. It informs someone that their check was not honored by the bank. This usually happens due to insufficient funds. You might need to write this letter if you received a bad check as payment.
Dealing with bounced checks is never fun. Writing the letter can be tricky. That’s why we’re here to help.
We’ll share templates and examples of such letters. These samples will make writing your own letter easier. You can customize them to fit your specific situation.
Sample Letter To Someone Who’s Check Bounced
**Sample Letter To Someone Who’s Check Bounced**
[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]
[Recipient Name]
[Recipient Address]
[City, State, Zip Code]
**Subject: Regarding Check Number [Check Number]**
Dear [Recipient Name],
I am writing to inform you that check number [Check Number], which you issued to us on [Date of Check], was returned by our bank due to insufficient funds. The check was for the amount of [Amount of Check].
We understand that oversights can occur, and we want to resolve this matter promptly.
Please arrange for immediate payment of [Amount of Check] to cover the original amount. You can make the payment through [Preferred Payment Method, e.g., cash, certified check, money order, or online transfer].
If we do not receive the payment by [Date], we may have to consider further action to recover the funds. We hope to resolve this amicably and avoid any further inconvenience.
Please contact us at [Your Phone Number] or [Your Email Address] to confirm when we can expect the payment.
Sincerely,
[Your Name]
How to Write a Letter To Someone Who’s Check Bounced
Subject Line: Clarity is Key
- Employ a straightforward subject line. Something like “Notification of Returned Check – [Check Number]” is unambiguous.
- Avoid accusatory language. A neutral tone encourages resolution rather than defensiveness.
- Include the check number for easy reference. This expedites the reconciliation process.
Salutation: Professional Courtesies
- Address the recipient formally. “Dear Mr./Ms. [Last Name]” is generally appropriate unless you have a very familiar relationship.
- Refrain from overly familiar greetings. This is a business matter, not a personal one.
- Maintain a respectful, albeit professional, demeanor.
Body Paragraph 1: State the Unfortunate Fact
- Clearly state that the check was returned due to insufficient funds. Be direct and concise.
- Reference the specific check number, date, and amount. Precision is paramount.
- Avoid speculation about the reason for the bounced check; stick to the demonstrable facts.
Body Paragraph 2: Outline the Repercussions
- Specify any fees incurred due to the returned check. Be transparent about associated costs.
- Indicate the new total amount due, including the original amount and any applicable fees.
- Mention the deadline for rectifying the situation. Impart a sense of urgency without being menacing.
Body Paragraph 3: Propose Remedial Actions
- Suggest acceptable methods of payment. Offer options such as certified check, money order, or electronic transfer.
- Clearly state where and how to remit payment. Provide detailed instructions to avoid further complications.
- Consider offering a payment plan as a conciliatory gesture, especially for larger sums.
Closing: Affirm Professionalism
- Use a formal closing such as “Sincerely” or “Respectfully.”
- Include your name, title, and contact information. Make it easy for the recipient to reach you.
- Avoid accusatory or threatening language. The objective is resolution, not recrimination.
Postscript (P.S.): A Subtle Reminder
- Consider including a brief P.S. reiterating the importance of prompt payment. This adds a subtle emphasis.
- Keep the P.S. brief and to the point. Avoid adding new information; simply reinforce the key message.
- Ensure the P.S. maintains a professional and courteous tone, mirroring the overall tenor of the letter.
Frequently Asked Questions: Dealing with a Bounced Check
This section addresses common inquiries regarding notifying someone about a check that has been returned due to insufficient funds. Understanding the proper procedure can help ensure prompt resolution and minimize potential complications.
What should I include in a bounced check notification letter?
The letter should include the check number, the date the check was written, the amount of the check, the reason the bank returned it (e.g., insufficient funds), and the deadline for payment.
How long should I give the person to make the payment?
A reasonable timeframe is typically 10-14 days from the date of the notification letter. Be sure to clearly state the due date for the replacement payment.
What form of payment should I request in the letter?
Request a certified check, money order, or electronic transfer to avoid the risk of another bounced check. Clearly indicate acceptable payment methods in the letter.
What if the person does not respond to the letter?
If no response is received, consider sending a follow-up letter via certified mail. If payment is still not received, you may need to explore legal options.
Should I mention any fees associated with the bounced check?
Yes, clearly state any fees you are charging due to the returned check. Ensure these fees are legally permissible in your jurisdiction and are clearly outlined in your initial agreement or invoice.