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Sample Letter to Customer for Less Payment (Underpayment)

Sometimes, a customer may make a payment of the due amount or an advance amount less than the agreed amount as per the invoice or this underpayment may also happen due to a misunderstanding on the matter.
underpayment letter to customer

It is advisable that you first write to that customer explaining the matter, giving exact details and references as to why the payment is less than the due amount.


Here is a format of letter to the customer informing about the underpayment and asking for making payment of the rest of the amount.

TEMPLATE

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

To
(Name of the Customer)
(Organisation Name, if any)
(Address, Email Id, Phone No.)

Sub.: Underpayment of the due amount
Ref: Invoice no. .............. dated ............

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

Greetings of the day!

We are in receipt of your payment by cheque no. .......... dated ........... towards outstanding payment with reference to the invoice no. ......... dated ............. for the supply of ....................

We are surprised to see that the amount of the cheque i.e. .............. is less than the actual billing amount i.e. ............... due on the said invoice. This must be a mistake as we have neither received any prior communication from you regarding any reduction in the payment nor agreed to it.

Therefore, we request you to kindly arrange to make payment of the remainder amount of ............... at your earliest convenience. We are enclosing herewith a copy of the said invoice once again for your ready reference.


In case you have any query in this regard, please feel free to contact me anytime at telephone no. ................

Thanking you,

Yours faithfully,
For (Name of the Company),

  (signature)
(Name of the Officer)
(Designation)

Encl.: As above

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