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Covering Letter for Cheque Payment enclosed (Sample)

When you are sending across a cheque to a party, to whom either a certain sum of money is outstanding for payment from your side or you are making an advance payment for some purpose, then instead of just sending across the cheque - you can also enclose a covering letter along with it.

Such covering letter will have some of the important details of the payment viz. cheque details, reference to the transaction/purpose for which payment is being made, name of officer who is sending the cheque, person and business name to whom it is addressed to for receipt of the cheque, etc.

While one original copy of the letter will be sent to the concerned party, another copy (either original or photocopy) of the letter will be stored in your records.


All these details in the letter will be helpful in the future in referring the date, cheque number, amount, transaction, delivery date of the courier/post throw which the cheque and the letter were sent, etc. It makes your job whole lot easier in tracking whether payment was made or not. And, hence, helps in avoiding any kind of dispute.

The following template can be used. Add all required details. Modify it in any other way as per your requirement.

FORMAT

Ref: ..........................
Date: ........................

To
(Name of the Officer)
(Designation)
(Department name)
(Name of the Company)
(Complete Address)

Dear Mr. ..............,

Sub.: Payment towards outstanding dues

We are enclosing herewith a ............ Bank cheque bearing no. ........ dated ................ of Rs. ........... (Rupees ................ Only) towards the outstanding payment due to your Company.

The said payment is being made towards the payment due for the services received with reference to your bill/invoice no. .............. dated ...............

Kindly acknowledge the receipt.

Thanking you,
Yours faithfully,

For .............. Limited,

  signature

Authorized Signatory

Encl: A/a

Comments

  1. Manohar Lal Yadav6/18/2018

    thanks a lot for the ready-made format! very helpful in urgent situation.

    ReplyDelete
  2. Amol Pandya7/29/2018

    Useful format. Thank you for proving it. I used it.

    ReplyDelete
  3. राजन तिवारी8/20/2018

    very helpful to me in writing the letter. dhanyabad.

    ReplyDelete
  4. Lou Wright9/22/2018

    Yes, cover letters are essential business etiquette. One mustn't ignore it. Thanks for the template!

    ReplyDelete

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