Draft Complaint Letter to Customer for Short Payment Received

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

It is advisable that you first write to the 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

Dear Mr. / Ms. _________,

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 _________ goods or rendering of services.

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 is a mistake. Neither have we received any prior communication from you regarding any reduction in the payment nor have we agreed to it.

Therefore, we request you to kindly arrange to make payment of the remainder amount of _________ at the earliest. 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