Payment Request Letter

A business might survive with less number of clients, but clients who avail of goods and services, and do not pay for the same are a bigger threat to any business. Thus, timely payments from clients are necessary for any successful business. Not only a business, but even employee contentment at work is on getting timely payments. Sometimes an employee might need an advance pay, or sometimes he/she might request the employer to clear the payment dues. However, this cannot be communicated verbally, and the concerned person has to write a payment request letter, and put forth his/her request. Drafting a letter and addressing it to the concerned person is better than verbal communication, which might lead to miscommunication and unexpected responses.

Writing a payment request letter:

1. In case of business transactions, i.e., while requesting a client to clear his/her payment dues, one needs to write the letter on the company's letterhead. Since this is a business communication, everything should be as per the formal rules of communication.
2. The letter written by an employee, requesting his/her boss to clear the payments should be typed using MS Word, and then printed. The letter should be placed in an envelope, and the same should be given or sent to the concerned person.
3. In both the scenarios, the letter is formal. The letter will be precise, addressed to a specific person, and written in a formal tone.
4. The letter will begin with your name, address and contact details. It will be followed by the name and address of the reader.
5. A clear subject line is important. The subject line should state the purpose of the letter in one single statement.
6. The first paragraph of the letter will be your introduction, and would state the purpose of your letter
7. The second paragraph will elaborate on the purpose, and state the reasons for the same; for example, the credit period is over, and the client has to clear the payments; you need extra money, and thus are requesting for an advance payment to your boss, etc.
8. In case of requesting payments from clients, the third paragraph would explain the consequences of delaying the payment
9. Conclude the letter, and thank the reader for reading the letter
10. Provide any required documents like a copy of sales invoice, etc.

The sample payment request letter given below will help you understand the format of the letter.

1. Sample payment request letter - (addressed to a client)

13th December 2011
Billy T. Martin
Interio Furnishings
2840 Leisure Lane
San Luis Obispo, CA 93401
Email: billy@interio.com
Ph: 2021450

To,
Marty A. Espinoza
Tech Solve Proprietors
3147 Nickel Road
Pomona, CA 91766

Subject: Requesting to clear the payment dues for invoice no. 23AG

Dear Mr. Espinoza,

I am Billy Martin and I work with the accounts department of Interio Furnishings. While reviewing the quarterly sales invoices, it came to my notice that your payment of $4000 for invoice no. 23-AG is due. I request you to clear the same as soon as possible.

Your credit period of 45 days is over, and the concerned sales executive has been sending you reminders since then. However, we haven't got any response from your side for the same.

I request you to clear the payment, within one week from receiving this letter. Any further delay, would lead to transferring this case to the collections department, and their ways of working aren't quite pleasant.

A copy of the invoice is attached herewith for your perusal.

Thank you

Regards,

Billy Martin

Enclosures:

1. A copy of the invoice

2. Sample payment request letter - (addressed to the boss)

13th December
Joel A. Breeding
Pioneer HR
243 Grant Street
Plano, TX 75074
Email: joel@pioneer.com
Extn: 6510

To,
The Accounts Head
Randy M. Welch
Pioneer HR
243 Grant Street
Plano, TX 75074

Subject: Requesting for two months advance pay

Dear Mr. Welch, I am Joel Breeding, working as an HR executive with this firm for the past 2 years. I am writing this to request you to give me an advance payment of two months, and I am in dire need of the same.

For some reasons I have been failing to clear the EMI of my house, since the past 6 months. The bank has now given a notice that my house would be sealed, if I fail to clear the dues. I have managed some amount for the same, and still need some more to clear all the dues. I request you to give me two months payment in advance, to help me come out of this awful situation, and save my house.

Hope to get a positive response at the earliest.

Thanking you in anticipation.

Sincerely,
Joel Breeding

Using these sample letters, write effective payment request letters, that would help fulfill your purpose of writing the letter. Also, you can view Request Refund Letter and Request Refusal Letter for more letter samples.