Acknowledge Payment of an Overdue Balance • Example Letters, Guides and Samples

Guides

Send this letter only when the customer requests an acknowledgment of payment or if you feel it is important to clear the slate or ease the customer's mind.

How to write this acknowledgment letter:

  1. Express satisfaction that the customer has made the payment.
  2. Explain the restored status of the account and remind the customer of the terms of future credit.
  3. Express confidence and a desire for a continuing relationship.

Example Letter #1

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We acknowledge receiving your check #123 for $100,000 as the final payment on account #1234. Thank you for remitting this overdue balance.

Please take careful note of our continuing policy to charge a 15% penalty on overdue accounts. If you have any questions regarding your account, our conditions of credit, or any of the services we offer, please call us toll-free at the 800 number shown above.

We look forward to serving you again in the future.

Example Letter #2

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Thank you for your recent payment of $100.00. We have reinstated your credit line. As we discussed, we need to receive your payments by the 15th of each month. Further delinquencies may result in our having to place restrictions on your account.

We appreciate your business. If you have questions or concerns, please contact us immediately.

Example Letter #3

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We received your $150 payment today. We have reinstated your credit privileges so you can use your credit cards again. Please remember to make your payments before the 15th of each month so we can avoid situations like this in the future. We appreciate your business and are glad to be of service to you.

Example Letter #4

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Thank you for your payment on your credit account with Doe Department Store. We have credited $53.75 to your account on March 3, leaving a balance of $245.25. You have available credit line $254.75. To avoid late fees in the future, please be sure we receive your payment by the first of the month.

We appreciate this opportunity to serve you. Please call our customer service department at 555-5555 if we can be of further assistance.

Write Your Letter Step-by-Step

1 Express satisfaction that the customer has made the payment.

Sample Sentences for Step 1
  • Thank you for your payment. We credited your account on May 6.
  • Thank you for your check covering the overdue balance on your account.
  • We are pleased to acknowledge receipt of your payment on your account.
  • This is to acknowledge that we have received full payment of your account.
  • We have credited your account with $91.60, leaving a zero balance.
Sample Phrases for Step 1
  • am glad to acknowledge
  • am pleased to acknowledge
  • as you requested
  • for the check in the amount of
  • for your payment
  • for paying the overdue balance of
  • have credited your account with
  • in the amount of
  • in today's mail
  • in full payment of
  • leaving a balance of
  • on your account
  • received your check for
  • received your check on
  • thank you for
  • that we have received
  • the receipt of
  • want to thank you for
  • was credited to your account on
  • which was credited to your account
  • wish to acknowledge
  • your payment of
  • your recent payment

2 Explain the restored status of the account and remind the customer of the terms of future credit.

Sample Sentences for Step 2
  • We have removed all restrictions on your account.
  • Because of your history of on-time payments, we have waived the penalty charge. In the future, however, we will be obliged to charge a penalty to overdue accounts.
  • As you requested, your credit with us is now reinstated. In order to maintain a line of credit, customers need to make their monthly payments by the date shown on each billing.
  • Please ignore our letter of May 16, denying you further credit purchases. To help us avoid such steps in the future, please be sure to make your payment by the 7th of each month.
  • To avoid additional penalties, please adhere to the payment schedule in your contract.
Sample Phrases for Step 2
  • are pleased to continue our credit arrangement
  • by the date shown on each bill
  • have waived the penalty charge
  • have removed all restrictions
  • have reinstated the credit line
  • is again available to you
  • make each month's payment by
  • may avoid problems in the future by
  • payment is due on the first of the month
  • payment must be received in our office by
  • payment is due upon receipt of the bill
  • payment is due when you receive the bill
  • please ignore our letter of
  • please review the credit agreement
  • please adhere to the payment schedule
  • please make your payment by
  • terms are stated in detail
  • the enclosed copy of our agreement
  • to maintain this line of credit
  • to avoid such steps in the future
  • to avoid additional penalties
  • will charge a penalty to overdue accounts
  • your credit is reinstated

3 Express confidence and a desire for a continuing relationship.

Sample Sentences for Step 3
  • We appreciate your patronage and look forward to serving you in the future.
  • If you have further questions, please call us. We value our association with you.
  • We trust that we can avoid this difficulty in the future and hope to be able to serve your needs for years to come.
  • Thank you for your cooperation. We are pleased to serve you.
  • We trust we have clarified the conditions of the sale and look forward to our future association with you.
Sample Phrases for Step 3
  • appreciate your patronage
  • appreciate receiving your payment
  • are pleased to be of service
  • happy to be of assistance
  • hope to be able to
  • if there is anything we can do to
  • if you have further questions
  • if you would like any further clarification
  • look forward to
  • please let us know
  • please call us
  • thank you for your cooperation
  • to assist you in the future
  • to our future dealings
  • to assisting you in the future
  • to serving you again
  • to serve you in the future
  • trust that we can avoid future difficulties
  • value our association with you
  • will be delighted to
  • will be happy to