Ann Dobson - Writing Business Letters: How to Produce Day-To-Day Correspondence That Is Clear and Effective

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Page 1 Writing Business Letters

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Page 100 Action Points 1. Compose a letter to the Editor of your local newspaper, Mr Peter Black of Holt ring Evening News, 28 The Avenue, Newtown NE6 7JN. Ask him if he will print a free editorial telling local people about how your company are producing 10,000 teddy bears to send out to underprivileged children this Christmas. 2. Draft a letter to one of your salespeople who was consistently failing to reach the targets expected by your company.

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Page 101 8 Letters Dealing with Accounts Problems Introduction Even in our modern world of complex technology, accounting problems still occur. Although most accounts work is now computerised, errors do still creep in; this is mainly due to the human element in the form of the person who gives the computer the data to work from. After all, a machine is only as good as its operator. Very often writing down all the information in the form of a letter is the only way to sort out such problems. Coping with Bad Payers It is also a sad fact of life that many accounting problems involve people or companies who are either unable or unwilling to pay their bills. One company failing to pay a bill can have a 'knock on' effect, possibly causing hardship to many more companies who are themselves waiting for payment. This cash flow situation can get very serious, in some cases causing financial ruin to an innocent bystander who cannot continue trading due to bad debts. A well worded letter to a bad payer may achieve the desired result and, if nothing else, will provide evidence to use in a court of law, as we have discussed before. Main problems: disputes over accounts issued by your company disputes over accounts issued to your company non-payment of debts to your company changes to and queries on staff salaries miscellaneous one-off accounting errors. The Sample Letters The sample letters in this chapter illustrate the following: Disputing an account 102103 Sorting out a muddle 108109 Chasing a debt 104105 Apologising for an error 110111 Sending a final demand 106107 Advising staff about salary 112113

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Page 102 The Animal Kingdom Bruin Street, Newtown, NE10 0PY Telephone: 3691 279017 Our Ref NF/CT/341 6 June 199X Mr C Rogers Accounts Manager Super Toys Ltd Chattisfield Road NEWTOWN NEI2 0LD Dear Mr Rogers Re Your Account No. 7125 - dated 20 May 199X We were very distressed to receive your account as above. As you know we always pay for our goods in cash and we therefore do not owe you anything. Please confirm that this is the case. Yours sincerely Nigel Flack Partner Disputing an Account (1) 1. This letter is rather blunt, presumably because Nigel is rather annoyed. 2. It would help Super Toys, however, if Nigel stated when the cash payment was made and for how much, so that Super Toys can check back in their records.

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Page 103 The Animal Kingdom Bruin Street, Newtown, NE10 0PY Telephone: 3691 279017 Our Ref JB/CT/341 6 June 199X Mr C Rogers Accounts Manager Super Toys Ltd Chattisfield Road NEWTOWN NEI2 0LD Dear Mr Rogers Re Your Account No. 7125 - dated 20 May 199X We were a little disturbed to receive the above account for goods delivered to us in April. As we are sure you are aware, we always pay for our goods in cash, and on 24 April when the goods in question were delivered, we gave the driver 534.00 in full payment. A photocopy of the receipt given to us by your driver, Jack Briggs, is enclosed. Would you please be kind enough to check your records and then confirm to us that our account is clear. Yours sincerely Jenny Bateman (Miss) Partner Enc Disputing an Account (2) 1. Jenny, like Nigel, is justifiably annoyed, but she has taken the time and trouble to explain the situation fully. Sending the photocopy of the receipt is a good idea, too. 2. Hopefully when Super Toys have checked their records this matter will be resolved.

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Page 104 Softly Fabrics 3 Denmark Rise Newtown NE3 1YH Tel: 3468 714856 Fax: 3468 718921 Our Ref BF/SS/6301 10 June 199X Brook & Son Toymakers 6171 Steel Street BRIDGETOWN BR61 7RE Dear Sirs We supplied you with a considerable amount of fur material on 1 April and we have not received payment of the amount due.

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