Invoicing, accounting and settlement of accounts

Error in totalling invoice Dear Sirs

With reference 1o your invoice no. 21026 of 3 July, we have to point out that you have made an error in your total. We calculate the correct figure at £237.73, not £247.73 as given by you. Our cheque for the former amount is enclosed and we should be obliged if you would amend the invoice or pass the necessary credit.

Yours faithfully

 

Seller complains of short payment

We thank you for your remittance for £117.18 received today by our bank. Our official receipt is enclosed.

The amount of the statement in question is £157.18 and as you make no mention of this in your recent letters we are wondering if this is a clerical error" on your part. Perhaps you would remit the balance of £40 in the course of the next few days.

 

Customer asks for open account terms

Dear Sirs

Today we have arranged payment of your invoice no. 162 for goods received on 24 April. The material arrived in good condition and has now been sold. As we have now done business with you for a year on the basis of payment on invoice, we would like to ask you to grant us open account terms, with quarterly settlement Our two other main suppliers, Messrs.... and.... have recently agreed to supply us on these terms.

Yours faithfully

 

Customer asks for time to pay

Dear Sirs

Your quarterly statement reached us yesterday and has been found correct.

As you know, we have always settled your account promptly and regret very much that we now find it necessary to ask you for an extra few weeks in which to clear the current liability.

Our difficulties are temporary and have been caused by the failure of the early fruit crop here, on which many of our customers are dependent. We are confident of being able to settle in full within 6-8 weeks.

 

Supplier’s reply to request for time to pay

Dear Sirs

We have received your letter of... asking us to allow you 60 days in which to clear your current statement.

While appreciating your difficulties, we think it unreasonable to expect us to wait a further 2 months for payment for goods, many of which were supplied 2-3 months ago. However, we are taking your good record of settlement into consideration and are willing to help you as far as possible.

If you send us a remittance for halt the amount of our statement we will draw on you at 60 d/s'* for the remaining half.

We hope this will be acceptable to you and wish you a speedy recovery from your difficulties.

Yours faithfully

 

First reminder to a previously regular payer

Dear Sirs

As we have a ways received your payments punctually, we are puzzled to have had neither remittance nor report from you in connection with our current statement of 7 April. We think you may not have received our letter containing the statement, as settlement is now 4 weeks overdue. We are accordingly enclosing a copy of the account to the amount of £... and you will no doubt give it your early attention.

Yours faithfully

 

Here are some suggestions for a second reminder

We regret very much that you have not replied to our letter of asking you to clear the amount of £ outstanding against invoice no. OOO. Kindly inform us if there are any reasonable grounds for your non-payment, or alternately advise us of what arrangements you are making for settlement.

Since sending you a reminder on 31 October, we have not pressed you for settlement of our September statement because on the whole your payments have been satisfactory since we granted you open account terms. Please do not make it necessary for us o revise our terms of business by withholding payment any longer. We look forward to receiving your immediate draft.

 

Seller's letter to his bank manager, asking for information

The Manager North-Eastern Bank Ltd.

Hadley St.

Newcastle ND2 7GF

Dear Sir

I am thinking of granting credit lo Messrs..of.., of whom I have only slight knowledge gained during a few months of trading on a cash basis. If you can find out anything about their financial and credit standing, I shall be very grateful to you. They give me only their bankers. The.. Bank Ltd. of.... as a reference, and they estimate their monthly orders at about £500. I hope that you will be able to assist me.

Yours faithfully

Shipping and forwarding

Dear Sirs

We are about to make up an order for a customer in Beirut for 3 cases textile machinery parts, and in accordance with the terms of the letter of credit the consignment has to be shipped by 15 January at the latest.

Please inform us whether your S.S. Morning Star will be able to meet our requirements, and kindly quote us a rate for the voyage.

We are looking forward to hearing from you.

Yours faithfully

Reply from agents to letter

Dear Sirs

In reply to your letter of 12 December, we are pleased to inform you that the S. S. Morning Star of the Blue Crescent Line will be receiving cargo from 12 to 18 January inclusive, and is expected to commence loading on 14th. We see no reason why your goods should not be on board by this date, but suggest that the three cases should be delivered to the ship on the opening date. Details of the Blue Crescent Line s rates are enclosed.

We look forward to assisting you.

Yours faithfully Enclosure

 

Shipping instructions sent to shipping company

Dear Sirs

Thank you for your letter of 5 December. We have noted that your M. V. Morecombe is receiving cargo for Malta on the 10th of this month, and are making arrangements for our cycles to be delivered to the West India Docks.

We are enclosing your shipping instructions form, duly completed.

Yours faithfully

 

Agents inform consignee of arrival of ship and goods

As brokers for the Jacobsdattir Line, we are writing to inform you that the following goods are arriving for your account on the M.V. Montefiore, due at Liverpool on 6 February. In order to have the consignment cleared at Customs, we would be obliged if you would let us have the bill of lading, duly endorsed, together with a letter to H.M. Customs authorising us to act on your behalf. At the same time please let us have the address to which you would like us to deliver the cases.

 

From charterers to brokers

We have entered into a contract for the supply of motor vehicles and parts, over the next six months, to West Africa and shall be glad to know if you can fix us a time charter for a suitable vessel.

The question of speed must be considered as the ship should be able to make 3 voyages In the time, allowing. days for loading and unloading on each voyage.

In view of the general slackness of the market al the moment we hope that you can get us a really good offer.

 

Offer of services from ship agents

We see from Lloyd's List that your M. V. Orion is expected to discharge at this port about the middle of next month, and we are writing to offer you our services as agents.

Our firm has had considerable experience, having been established here for 30 years, and we are acting as agents to all Anglo-Saxon chartered vessels calling at this port. We are also agents to a large number of European owners, as you will see from the enclosed list.

You can rely on us to secure your vessel a quick turn round.' and we might also mention that we can deal with all matters concerning crews, in accordance with... Articles." If you decide to let us have the agency we are sure that you will be fully satisfied with the results.

 

 

Banking and payments in foreign trade

Bank customer requests an overdraft

The Manager,

Southland Bank Ltd.

Westerham.

Kent K32 GN4

Dear Sir

Further to our interview of yesterday, I request your permission to overdraw my account up to a limit of £1,000 between 1 January and 1 August 19...

As l explained to you yesterday, I have during this period to meet certain capital costs incurred in the expansion of my business. The benefit of this expansion will not be felt till around 30 June, when considerable sums will be due to me from home and overseas customers. As security, share certificates worth £500 will be deposited with you and a life endowment policy for £300 will be assigned to you.

I look forward to an early reply.

Yours faithfully

 

 

Insurance

Enquiry for insurance rate

Dear Sirs

Please quote us a rate for the insurance against all risks, warehouse to warehouse, of a shipment of 6 (six) cases of cycles, London to Valetta, by M. V. Morocombo of the Blue Crescent Line. The value is £...

The insurance is needed as from 15 April.

Yours faithfully

 

Senders' instructions to insurance agents to effect insurance

We confirm our telegram of today, a copy of which is enclosed, and would be glad if you would cover us against all risks, warehouse to warehouse, to the value of £ on 12 (twelve) cased cycles. London-Malta, by M. V. Morecombe of the Blue Crescent Line. The certificate must reach us by the 17th at the latest, since it has to be presented with the other, documents to the bank with which a letter of credit has been opened.

We look forward to your early acknowledgement.

 

From consignees to senders, reporting damage

Dear Sirs

When the S.S. Elinor Ferguson arrived at Port-of-Spain yesterday the ship's agents noticed that case no 14 was damaged, and notified us accordingly. We immediately had the case opened and examined by Lloyd's agent here. The number of articles in the case tallies with the packing list, but the following are broken:

{list of broken articles)

We enclose copies of the report of the survey and of a declaration by the ship’s agents to the effect that the damage was noticed when the case was unloaded. As you hold the policy, we would be obliged if you would kindly take the matter up with the underwriters, on our behalf; the number of the insurance certificate is, as you know, 3775 842. In the meantime we will be glad if you will send us replacements for the broken articles as soon as possible, as we have to complete deliveries to our own customers.

We hope to hear from you shortly.

Yours faithfully