Whether it is an outstanding payment that has finally been received or one that has been received for an order that has just been placed, writing a thank you letter is a professional thing to do. A thank you letter serves as an acknowledgment and also gives you yet another chance to communicate with a client to show your professional presence.
Depending on your relationship with the client, you may want to keep the tone of your thank you letter casual or formal. A formal tone is usually better as it adds a touch of professionalism that you would want to maintain with your client. Either way, your letter needs to be brief and friendly.
Having said that, a thank you letter can contain information of a subsequent offer (briefly) and how a client can take advantage of it. Remember, that every type of correspondence that transpires with a client is a potential marketing tool – unless of course, you are terminating a client’s contract!
A thank you letter for a payment received will typically contain the amount received, the date on which it was received and the reason it was sent by the client. This information will help acknowledge all areas of payment including method and reason. Have a look at the following sample:
Gaylord Investment Services
899 Nall Avenue
Overland Park, KS 66733
August 9, 2018
Mr. Sam Worthington
792 W 128th Pl
Overland Park, KS 66738
Dear Mr. Worthington:
Thisletter is with reference to your account #GIS-1551-89 titled Sam Worthington at Gaylord Investment Services. We have received a payment of $890 via bank transfer which has been deposited in your account to clear the debt.
We would like to express our appreciation to our loyal clients like yourself who have been extremely good with payments. The timely manner in which you always clear your debits post-trading activities is commendable, and we genuinely appreciate your business.
Gaylord Investment Services has come this far owing to the loyalty of its clients, and we intend to be the industry leaders very soon. Keeping this vision in mind, we are announcing a $100 credit to all the clients who have been prompt in their payments since and you are amongst them. This amount will be credited to your account next week – we benefit when our clients benefit.
Thank you once again for your patronage and your responsible attitude towards clearing your payments promptly. We anticipate a growing and mutually beneficial relationship in the future as well.