A “Sample Letter To Remit With Bill Payment” is a note you send with your payment. You might need it when you’re paying an invoice. It’s useful if you want to clarify something about the payment.
Need help writing one? You’re in the right place. We’ve got templates and examples.
This article makes it easy. Use our samples to write your own perfect letter.
Sample Letter To Remit With Bill Payment
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Subject: Payment for Account [Your Account Number]
Dear [Company Name] Team,
I am writing to you to submit my payment for account number [Your Account Number]. I have enclosed a [Check/Money Order] for [Amount] to cover the outstanding balance.
Please find the payment enclosed with this letter.
Thank you for your services.
Sincerely,
[Your Name]
How to Write Letter To Remit With Bill Payment
Subject Line: Clarity is Paramount
The subject line should be trenchant. Make it unequivocally clear that this correspondence concerns a payment. A vague subject line is a disservice, potentially causing delays. Consider these examples:
- Payment Enclosed – Account [Your Account Number]
- Remittance for Invoice [Invoice Number] – [Your Name/Company Name]
- Payment for Services Rendered – Account Number [Your Account Number]
Salutation: A Respectful Overture
Begin with a salutation that is both courteous and professional. “Dear” followed by the appropriate title and last name is usually adequate. If you are unsure of the recipient’s name, “Dear Accounts Payable Department” is an acceptable, albeit less personalized, alternative.
Body: Conciseness and Pertinence
The body of your letter should be succinct, yet thorough. It’s where you lay out the crucial details. Here’s what to include:
- Account Information: State your account number and the name associated with the account.
- Invoice Details: Specify the invoice number(s) you are paying.
- Payment Amount: Clearly indicate the amount you are remitting.
- Payment Method: Mention how you are paying (e.g., check, money order). If paying by check, include the check number.
- Brief Explanation (if necessary): If you are paying a partial amount or there’s a discrepancy, briefly explain the reason. Avoid lengthy diatribes; stick to the facts.
Elaborating on Discrepancies: Tread Carefully
If you are disputing a portion of the bill or making a partial payment due to an error, handle this with tact. Avoid acrimony. Briefly state the reason for the discrepancy and the amount in dispute. Suggest a course of action, such as requesting an amended invoice.
Enclosure Notification: Leave No Room for Doubt
Explicitly state that a payment is enclosed. A simple sentence like “Please find enclosed a check for [Amount] to cover invoice number [Invoice Number]” leaves no room for misinterpretation. This is especially vital if the payment is not immediately visible within the envelope.
Closing: A Professional Farewell
Close your letter with a professional valediction. “Sincerely,” “Regards,” or “Respectfully,” are all suitable options. Followed by your name and signature (if sending a physical letter), and your typed name underneath. Include your contact information below your name.
Postscript: A Final Review
Before dispatching your letter, meticulously review it. Ensure all details are accurate and that the tone is courteous and professional. A well-crafted letter reflects positively on you and facilitates a smoother payment process. Errors can lead to avoidable complications and delays.
Frequently Asked Questions: Sample Letter to Remit with Bill Payment
Submitting a payment with a remittance letter can streamline the billing process. This FAQ addresses common questions regarding remittance letters.
Why should I include a remittance letter with my payment?
A remittance letter ensures accurate and timely processing of your payment by providing essential details such as account number, invoice number, and payment amount.
What information should be included in a remittance letter?
Include your account number, invoice number(s) being paid, date of payment, payment amount, payment method, and any relevant notes or explanations.
Is a remittance letter always necessary?
While not always mandatory, a remittance letter is highly recommended when paying multiple invoices or if your account information is not prominently displayed on your payment.
How should I format my remittance letter?
Keep the letter concise, clear, and professional. Use a standard business letter format with your contact information and the recipient’s address.
Can I submit a remittance letter electronically?
Yes, if the recipient accepts electronic payments, you can typically attach a digital copy of your remittance letter as a PDF or similar format.
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