Week 4
• Replying to Reminder Letters & Collection
Letters
• When you receive a reminder letter or a collection letter, you
must reply quickly. Your reply letter should explain the
situation. Remember that your business’ reputation is very
important.
• Before write the letter, make sure you have all the information
about the problem. If necessary, contact other people in your
company. Ask them if they have anything to add. Check that
all of the invoice numbers, amounts, and dates are correct
before you send the letter.
Week 4
– A. Getting Started
• 1. Read the e-mails between two co-workers at
Maltech Medical Equipment. They have to reply to
one of their vendors about a late payment.
• 2. Complete the Accounting Log.
Week 4
– B. Model Letter: Replying to Reminder Letter
or Collection Letters
• Look at the different elements of a letter replying to
a reminder letter or collection letter.
Week 4
– Useful language
•
•
•
•
Enclosed is our check for ______ .
Our records show ______ .
I have enclosed, for your information, ______ .
I apologize for any inconvenience this may have
caused you.
• Thank you for your reminder. I look forward to
continuing our good working relationship.
Week 4
– C. Composing Your Message
– The body of a letter replying to a reminder letter or collection letter
generally has three parts
• Part 1, Opening
– Content: Identify the missing payment (s).
» Ex: Enclosed is our second check for the balance of $2,456
due on invoice number 4334-50
• Part 2, Focus
– Content: Give details about payment
» Ex: Our records show that we already sent a check for that
invoice. Check number 456-dated June 27- must be lost in
the mail. I have enclosed, for your information, a
photocopy of the original check.
Week 4
– C. Composing Your Message
• Part 3, Closing
– Content: Apologize for any inconvenience, and thank the
reader.
» Ex:
» I apologize for any inconvenience this may have
caused you. If you have any questions, please call
me.
» Thank you for your reminder. I look forward to
continuing our good working relationship.
Week 4
» Practice 1
» In each question, two of the sentences are appropriate
to use in a letter replying to a reminder letter or
collection letter. Circle the letter of the two sentences.
Week 4
– That’s Good Business
• Many businesses keep electronic or hard copies of
all transactions. These copies will prove payment
was made in case there is a problem. If payment
was made, received, and deposited, there will be a
cancelled check.
Week 4
– Writing Your Message
• Already, Yet, and Still
– The adverbs already, yet, and still are close in meaning
» Already: something happed before now (position:
midsentence)
» Ex: Our records show that we already sent a check for that
invoice.
» Yet: something did not happed before now (position: end of
sentence)
» Ex: Our records show that we have not sent a check for that
invoice yet.
» Still: a situation continues to exist from the past until now
(position: midsentence)
» Ex: Our records show that we still have not sent a check for
that invoice.
» Practice 2
» Complete the following sentences with the correct adverb,
Week 4
– Dates
• Most people use one of two styles for writing dates: U.S. or
non-U.S. style
– U.S. style,
August 31, 2004
– Non-U.S. style,
31 August 2004
» U.S. style uses a comma after the day when the year is
included; non U.S. style does not use commas.
» Practice 3
» Correct the dates in the following sentences. Spell out the
months.
Week 4
• Commas with Introductory Phrases
– Use a comma to set off an introductory phrase.
» Practice 4
» Add a comma to these sentences.
Week 4
• Thank you for + noun or gerund
– Use the expression thank you for followed by anoun or a
gerund [-ing verb functioning as a noun]. Do not use an
infinitive or other verb form.
» Practice 5
» Rewrite these incorrect sentences using the correct
noun or gerund.
Week 4
» Letter Practice 1
» Complete the sentences in this letter. Use the words
below.
» Letter Practice 2
» Samuel Augustine sent a reply to a collection letter.
He made ten errors. Find the errors, and write the
correct word or punctuation above the errors.
Week 4
– Homework Assignment
» On a separate piece of paper, write a letter replying to one
these collection situations. Look In your local telephone
book or on the Internet for names and addresses to use in
your letter.
» 1. Write a letter replying to a collection letter from Meil
Ling, Accountant, about the May 31 invoice # 28830.
» 2. Write a letter replying to a collection letter to Callater
about invoice # 721-23.
» 3. Please look definitions of these words in the glossary at
the end of the book: a). authorization, b). confusion, c).
installments, d). owe, e). paid in full, f). photocopy, g).
reputation, h). unfortunate.