Business Letters - Other Questions

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The following are questions from my readers where I am unable to put into a category on it's own.

How to write a letter changing the payroll date?
Welcome letter for new residents
Closed Bank Account - Announcement to client
Warning Letter - Tardiness
What to say instead of "apples to apples"
Payment Confirmation
Renewal of services due
Notify someone to pick up their things
Letter announcing a decrease of employees pay due to the economy
Providing beverages for staff
Letter to clients announcing the death of the owner
Bank correspondences regarding client's death
Debt collection and change of payment terms

How to write a letter changing the payroll date?

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Hi,

You have not specify why the payroll date needs to be changed. As such, the following sample letter assumes that this is because of government requirements and the company is required to follow this requirement. Replace the government requirement to whatever your reasons are.

To All Employees:

This is to inform you that due to regulatory requirements, we are required to issue a paycheck to you every week.

As such, you will be paid every Friday of the week. If the Friday falls on a public holiday, you will be paid on the next Monday.

Thank you.

Regards
Dax

Welcome letter for new residents

by Amber
(Pittsfield, MA)

Well i just need some help writing a Welcome Letter for new residents at our nursing home.

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Hi Amber,

Welcome to ACME Nursing Home. We hope that you will find your involvement with the Home a pleasant and rewarding experience, whether as a resident for long or short stay or as a visitor.

The attached guide has been prepared to provide you with information about the ACME Nursing Home. It covers most aspects of the accommodation, care and operation of the Home but it cannot cover all situations and eventualities, so please ask the Matron if you have any further queries or require assistance.

Thank you and have a pleasant stay.

Regards,
Dax

Closed Bank Account - Announcement to client

by Roopa
(Dubai)

Letter to the client informing him that we have closed the bank accounts and therefore not to transfer money to that account instead to issue as check in our company name.

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Hi Roopa,

You can use the following:

Dear Mr. Client,

Please be informed that we have decided to move our account to a new bank and we have closed the bank account at XYZ Bank.

For this month's payment, please do not transfer the payment to XYZ Bank. Instead, please send us a check payable to My Company Name.

We will send you the details of our new bank details next week once everything is in order with the new bank.

We regret any inconvenience caused.

Thank you.

Regards
Dax Cheng

Warning Letter - Tardiness

I need to inform an employee about their frequent tardiness and the consequences.

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Answer:

The following is a sample:

Within the last (insert number) of days, you have been late for your scheduled shift (insert number) times. Regrettably, this is unacceptable.

Your supervisor reports that you cannot be relied upon to keep within your schedule that is stipulated in your job description.

We will be closely monitoring your working schedule; we expect that you will not be late more than once in the next month. If we determine that you are unable to consistently meet our expectations in this area, we will be forced to terminate your employment.

We hope you will be able to meet our needs and hope for your success as a member of our organization.

Regards,
Dax

What to say instead of "apples to apples"

I want something more professional than "on the same page" or "apples to apples".

---------------------------------
Hi,

"On the same page" and "apples to apples" are not the same expression.

An "apples for apples" or apples to apples" comparison is a comparison between related or similar things. It is an acceptable expression for business use. I do not see anything unprofessional with it's use. If you do not want to use this expression, you can use "lets compare similar products".

If people are "on the same page", they have the same information and are thinking the same way. This is also a common expression used in business. If you do not want to use this expression, you can say "I believe we are in agreement".

Regards,
Dax

Payment Confirmation

by Sunil
(India)

One of our African country customer required documents after payment, but our bank will not let us. So will you please help me by giving me an example of a good letter format.

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Dear Sunil,

When you say "our bank will not let us", I assume you mean that you want the bank to confirm the payment but the bank does not give written confirmation. In this case, you can request for an account statement from the bank. I do not know of any bank that does not give an account statement. After all, it is your account.

I assume the African country customer wants a written confirmation that the payment has been made.

An example would be:

Dear African Company,

We have processed your payment and enclosed is a copy of the bank statement for your records.

Thank you.

Regards
Dax Cheng

Renewal of services due

by Martha
(UK)

I need to write a letter to clients informing them that their website/hosting/domain is due for renewal fees and asking if they need any updates etc without being pushy need to make the point if payment is not received prior to the domain running out then they will have lost it.

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Hi Martha,

This is a sample you can use:

This notice is to inform you that one of your domains is expiring soon. Please act fast and renew the domain as soon as possible. If you don't renew your domain it will be deleted and will be available for the public. Details of the domain are provided below.

Domain Name : domainname.com
Registered on : 3/1/2009 9:41:54 PM
Registered for : 1 year(s)
Expires on : 3/1/2010 9:41:54 PM
Days to Expire : 15

Click the following link to renew
(Provide Link)

Thank you,

Regards,
Dax

Notify someone to pick up their things

by Charlene
(West Virginia)

What do I say in a letter notifying someone that they have 30 days to pick up their things?

Thanks so much for any help!

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Hi Charlene,

If this is personal, a simple letter like this one would do:

Dear Forgetful,

You have a box of personal items that you forgot to take when you moved out of the apartment. Can you come and collect it as soon as possible?

Thanks.

If this is a product you sold and the customer needs to collect it from the office, you can send a letter similar to this one:

Dear Mr. Customer,

Your order of 10,000 bottles of premium wine has arrived. As you have chosen to collect the shipment yourself, please do so in 30 Days.

Do note that we will be charging a storage fee of $200 if you fail to collect the shipment withing 30 days.

Thank you.

Regards,
Dax

Letter announcing a decrease of employees pay due to the economy

by Debbie
(Graham)

I need to know how to write a letter decreasing an employees pay due to the economy.

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Hi Debbie,

First of all, this is a legal issue and you must check the laws in your country (and sometimes even state or even district). I am not a lawyer and this must not be construed as legal advice.

Before you send the letter, I would advice having a meeting with all your employees explaining the situation. This is an example where a letter is better used as a follow up.

The following is a draft letter that you can use to fit your situation.

As explained in the all hands meeting on February 15th, the Company has suffered a large decline in business due to the recent economy downturn. Management has decided that a salary reduction is absolutely necessary at this time in order to improve cash flow, avoid further losses and possibility of retrenchment.

Therefore, we regret to inform you that your monthly basic salary will be reduced by 10% effective 1st March.

Meanwhile, the Management will continue to monitor the situation. Your salary will be restored if the economy situation and Company’s performance improves.

Your understanding, support and co-operation to help the Company to go through the current economy situation will be appreciated.

I hope business will pick up for you soon.

Regards,
Dax

Providing beverages for staff

by Jane
(Minnesota)

We have a refrigerator that we've been providing soda pop for staff (it's in the employee kitchen). We leave a container on top of the frig. for people to leave their 35 cents in for 1 can of soda.

In the last year, we have been coming out severely in the negative and so it appears that people are not always paying for their soda pop consumption.

We want to send a staff e-mail regarding this, but are unsure how to state what we need to say.

Our executive director says that if this 'honor system' way of providing these beverages doesn't turn around, we will not be providing soda pop for the employees any more.

Please help!

Thank you!

Jane

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Hi Jane,

The letter I came up with is below:

Employees are reminded that the soda pop in the refrigerator located in the employee kitchen is not free. Management has provided these sodas as a convenience to you and all we ask is that you pay the cost price of 35 cents in the container on top of the refrigerator.

Management has noticed that people are not always paying for their soda pop consumption. If this continues, we will be unable to continue supplying the soda pops.

Your cooperation is greatly appreciated.

Regards,
Dax

Letter to clients announcing the death of the owner

by Chill

My father, owner of a successful CPA practice, recently passed away. I am looking for assistance on writing a letter to clients to communicate the CPA firm will continue to serve them even though my dad has passed away.

Any help would be appreciated

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Hi Chill,

First of all, my condolences.

Below is an example for such a letter:

All of us here at ACME CPA suffered a great personal loss on September 9 with the unexpected death of Bill Baker, founder and Senior Partner of ACME CPA.

Mr. Baker had been (insert all the details you wish to provide).

He is survived by his wife Sally, his son Chill, and two grandchildren.

In a statement issued by the Senior Partners of ACME CPA, it was announced that Charles Goodman, head of audit, will serve as interim Managing Partner while a search committee seeks a new member.

Again, my deepest sympathies.

Dax

Comments:

by: Anonymous

I am looking for a sample letter for the same reason. Not easy to find.

Thanks for this sample as a starting point which I will tailor to our specific circumstances.

My dad was a sole practitioner, but I plan to keep serving his clients with the assistance of another CPA in another location.

CPA in New Jersey 10/08/10

Bank correspondences regarding client's death

Greetings,

I would like to ask if there is a correct way to write a letter informing the banks and financial institutions of the death of the client so that the account get closed and funds forwarded to the estate?

I know a death certificate must be included.

Thanks a million!

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Hi,

To me, this is more of a legal question rather than a business letter writing question. I was thinking of not answering this question but I thought some people might need to write such a letter as an individual when a loved one passed away.

A good resource on what to do is at: ehow.com/how_6179083_close-bank-accounts-after-death.html

NOTE: Legal Notice - I am not a lawyer and this is NOT legal advice. Please see a lawyer before doing anything.

Now, legal requirements differ from country to country, so it is best to check first.

Also, different banks have different procedures. It is best to check with them.

If the bank requires a written letter, then here is a sample:

To (bank manager's name):

Please be advised that (name) has passed away on (date). Attached is a copy of the death certificate. (name) is my (relationship).

Please close the account and transfer the balance to (account details)

Thank you.

Regards,
Dax Cheng

Debt collection and change of payment terms

by Mandy
(Florence, sc usa)

How do I write a letter to a company changing their payment terms to credit card only since they are and have bee delinquent on payments?

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Hi Mandy,

Personally, I would not continue to supply the delinquent company until they settle their debt. You can see my advice on sending reminder letters on unpaid billings at unpaid billing

The letter you requested would be something like this:

We note that your account is consistently overdue for payment.

As such, we are revising your payment terms to cash or credit card upon an order.

Regards,
Dax

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