Business correspondence

Methods of payment:
trade within the UK
Bank draft
Bank transfer
Bill of exchange
Cheque
Credit transfer
Debit/credit card payment
Letter of credit
Cash on delivery
Post Office Giro
Postal order

Methods of payment:
trade outside the UK
Bank transfer
Bill of exchange
Cheque
Documentary credit
International bank draft
International money order
International Post Office Giro
Promissory note

OPENING A CURRENT ACCOUNT
Dear Mr Day
I would appreciate it if you could open a current account for me under my trading name R&S Fashions Ltd. enclosed you will find two specimen signatures, my own and that of my partner Ms Catherine Sidden. Both signatures will be required on all cheques. I also enclose a reference from Mr Stephen Young, who banks with your branch, and a cheque for £357.00 with a paying-in slip.
Yours sincerely

CHANGE OF SIGNATURE
Dear Mr Winston
Please note that as from 11 August 2008 the two signatures that will appear on cheques for our Number 1 and 2 accounts will be mine and that of our new accountant, Mr Henry Lloyd, who is taking over from Ms Dianne Knibbs.
I enclose a specimen of Mr Lloyd’s signature and look forward to your acknowledgement.
Yours sincerely

REQUEST FOR A STANDING ORDER
Dear Sir/ Madam
Account No.33152 110 9501
We have just moved to new premises at the above address and would like to pay our monthly rent of £1,574.00 to our landlords, Richards & Long, 30 Blare Street, London SW7 1LN, by standing order.
Would you please arrange for £1,574.00 to be transferred from our No.2 account to their account with Dewlands Bank, Leadenhall street, London EC2, on the 1st of every month, beginning 1 May this year?
Please would you confirm that the arrangement has been made.
Yours faithfully

CANCELLATION OF A CHEQUE
Dear Mr Mathers
Please cancel cheque No. 17891650 for 1,672 in favour of B.Gelt Ltd. the cheque appears to have been lost in the post and I am sending another in its place.
B.Steward
Accountant

First reminder stage guide
Stage One: Open by simply reminding your reader that his payment is late. Include all the relevant details.
Stage Two: To maintain the client's goodwill immediately presume that this was an honest mistake and make sure the client understands that this letter is only a gentle reminder that the payment is now due.
Stage Three:
Confirm your belief that this is the case and that you look forward to receiving the payment in the next few day.

Step by step guide
Step1 Check the spelling of the recipient’s name.
Step 2 State the concern and the situation
Step 3 Indicate the deadline for paying the bill and any penalties that may result.
Step 4 Indicate the consequences of not paying the bill.
Step 5 Encourage the recipient to send full payment or contact you to arrange a payment schedule.

FIRST REMINDER
Dear Robert
I am writing concerning our invoice No.H931 for $919.63, a copy of which is enclosed. It appears that this invoice has not yet been settled.
I see from our records that since we began trading you have cleared your accounts regularly on the due dates. That is why I wondered if any problems have arisen which I might be able to help you with? Please let me know if I can be of assistance.
Yours sincerely

REPLY TO FIRST REQUEST
Dear Richard
I was surprised to receive your letter of 20 November in which you said you had not received payment for invoice No.H931.
I instructed my bank, The Welsh Co-operative Bank, Swansea, to credit your account in Barnley’s Bank, Cardiff, with the $919.63 on 2nd November.
As my bank statement showed the money had been debited to my account, I assumed that it had been credited to your account as well. It is possible that your bank has not advised you yet. Could you please check this with Barnley’s, and if there are any problems let me know, so that I can make enquiries here?
Yours sincerely

SECOND REMINDER
Dear Sig.Giordianino
With reference to my letter of 10 August, I enclose copy invoices which made up your June statement, the balance of which still remains outstanding.
Having dealt with you for some time, we are concerned that we have neither received your remittance nor any explanation as to why the balance of $6,000.00 has not been cleared. Please would you either reply with an explanation or send us a cheque to clear the account within the next seven days?
Yours sincerely

Reply to the second reminder
Dear Sr Costello
First let me apologize for not having cleared June statement or replying to your letter of August. However, I am surprised that you did not receive our circular letter informing all our suppliers that we were moving from Milan to Turin. I have checked our post book, and find that a letter was sent to you on June 30.
As you will see from the copy enclosed, we warned suppliers that there might be some delay in clearing accounts and replying to correspondence as the move would involve employing new staff who needed time to get used to our accounts and filing systems.
You will be pleased to hear that we have now settled into our new offices and will have a fully trained staff by the end of next month. Meanwhile, I am enclosing a cheque for $20,000 on account, and will send a full settlement of your June statement within the next few days.
Could you please note our new address for future reference?
Yours sincerely