III. Customer at Fault - Claim Refused

Dear Mr. Tower:

We have received your letter of May 19 and the Slumbertone Clock-Radio which you want us to repair free of charge under the terms of our guarantee.

Our Repair Department has carefully checked the clock-radio and reports that it has apparently been tampered with, as two tubes and the loudspeaker are damaged.

Since our guarantee covers only faulty material and workmanship, we cannot assume the repair costs ourselves. However, we would charge you only $10. If you want us to go ahead with the work at this price, please let us know at once, and we shall return your clock-radio in perfect working condition in about three to four days.

Yours sincerely,

 

 

X. Collection Letters

Delays in Payment and Non-Payment—Reminders and Collection Letters

Delays In Payment and Non-Payment

Just as the buyer follows up his orders, the seller keeps an eye on his customers' unpaid invoices.

When a customer fails to pay his debts on time, the seller sends him a reminder. If necessary, the reminder is followed by increasingly urgent collection letters (or: dunning letters).

Should the customer fail to respond to these letters, steps have to be taken to collect the account. This may be done by entrusting a collection agency or bank with the collection, or by bringing legal action against the debtor.

Collection agencies are commercial establishments specializing in the collection of bills. (Inquiry agencies usually are collection agencies at the same time.)

Collection through banks is effected, in most cases, by means of a sight draft. The creditor draws a sight draft on the debtor and hands it to his bank with instructions to pass it on to the debtor's bank for presentation for payment. Although the debtor cannot be forced to pay the sight draft, he will usually honour it if he is able to do so, as he knows that his refusal to pay will give the banker notice that he is in financial difficulties, with the result that the banker will demand repayment of outstanding loans and refuse to grant the debtor any new loans.

 

Reminders and Collection Letters

When an account becomes overdue, it is first assumed that it has been overlooked by the customer. Therefore the account is brought to the customer's attention by means of a copy of the invoice or statement, a printed notice, a letter, etc. These are called reminders. When sending invoice copies or statements as reminders, many firms add a rubber-stamped notation (Past due — please remit), a printed card, or a gummed label (collection sticker). The letters employed as reminders are usually form letters. Sometimes a reminder is included in an offer or sales letter sent to a customer (hidden reminder).

If the reminder does not produce any results, it is followed by two or more collection letters. In these letters various arguments and appeals are used to obtain payment or at least an explanation from the customer.

 

Specimen Letters

I. Collection Letter

Dear Sirs,

We wrote you on 5th March asking for payment of the overdue balance of £ 161.38, but so far we have not received any reply from you.

If there is an error or any other reason why payment has not been made, please let us know, and we shall look into the matter at once.

Otherwise we must ask you to send us your cheque without further delay.

Yours faithfully,

 

II. Lawyer Makes Last Request for Payment

Gentlemen:

My clients, Smithson & Co., have informed me that their repeated requests for payment of your long overdue account for $638.50 have been ignored by you.

This is the final demand for settlement on an amicable basis. Unless payment of the above amount is made immediately, I shall be compelled to institute legal proceedings against you without further notice.

Yours truly,

 

III. Customer Makes Payment on Account—Asks for Extension for the Balance

Dear Sirs,

We have received your letter of the 10th August and are sorry for the delay in settling our account.

Owing to the slackness of trade during the past few months, we have not yet been able to dispose of your last consignment. Besides, many of our customers have been slow in meeting their obligations.

We are sending you a cheque for £50 on account and should be grateful if you would grant us an extension for the balance until the 30th September. You can rely on receiving a remittance in full settlement by that date.

We should be greatly obliged to you for accommodating us in this matter.

Yours faithfully,

 

Encl.

 

XI. Letters of Application

No business letter is of such direct and personal importance to the writer as the letter of application. It may have a decisive influence on a person's career and advancement and thus help to shape his future.

Letters of application fall into two categories: solicited and unsolicited applications. Solicited applications are written in response to advertisements ("Situations Offered", "Situations Vacant", "Jobs Offered") or at the request of a prospective employer; unsolicited applications are addressed to firms on the chance that there is or will be an opening. Frequently, unsolicited applications are sent at the suggestion of a third person.

Applicants usually enclose with their application a curriculum vitae, or a personal data sheet. A curriculum vitae (or: resume) contains details about the applicant, his education, training and experience. In a personal data sheet (or: personal record sheet) the information about the applicant is tabulated.

Letters of application may also be accompanied by a recent photograph and copies of testimonials or letters of recommendation (sending the originals would be too risky). Many firms send application forms to candidates for positions, requesting them to complete the forms and return them.

 

 

Specimen Letters

I. Solicited Application

Dear Sirs,

I should be grateful if you would consider my application for the position of foreign-language correspondent as advertised in today's "Daily Telegraph".

My age is 22. For the past four years I have been employed by Messrs. Hamilton & Smith of Harton Street.

I hold the G.C.E. "A" Level Certificate in three subjects, including French and German. I obtained the Certificate in 19 … Since leaving school, I have continued to study these two languages at the Oxford Institute. I can speak, read and write both languages fluently.

In the firm where I am working, I am responsible for shipping and insurance, and for making out invoices and customs documents.

I should like to obtain a post which would provide opportunities for further experience and promotion in this field. I am prepared to take up the study of any subjects likely to be useful to me in my work.

For information about my character, I refer you to:

……

……

May I have an interview with you at your convenience?

Yours faithfully,

 

II. Unsolicited Application

116 Elsham Road,

London, W. 14,

llth June, 20...

Messrs. Rogers & Longford Ltd.,

312 North End Road,

London, N.W.ll.

 

Dear Sirs,

I have learned from Mr. Stone that there will soon be a vacancy for a bookkeeping clerk in your company and should like to apply for this position.

After obtaining the G. C. E. 'O' Level Certificate in seven subjects, I attended Pitman College for two years, taking courses in bookkeeping, shorthand and typing.

In 19.. I was employed as a junior clerk by Messrs. Jones & Co. Three years ago, when one of the bookkeepers was ill, I was asked to help out. My employers were so pleased with my work that they transferred me to the bookkeeping department, where I have been engaged in keeping accounts ever since. To supplement my practical knowledge of bookkeeping, I have taken evening courses in general accounting, cost accounting and auditing at the Brightlea Technical College for the past two years.

You will find enclosed a curriculum vitae and a copy of a testimonial from the Head Master of Baling Grammar School. It is of course possible for you to obtain information from my present employers if you wish to make inquiries.

I should appreciate it if you would give me the opportunity to discuss my application with you personally.

Yours faithfully,

Harold Miller.

Encl. 2