LESSON 38: HOW TO WRITE A MIDDLE-STAGE COLLECTION LETTER? --怎样写第二或第三封催款信？


CONTENTS

I. USEFUL EXPRESSIONS 常用语

II. SAMPLE 范文

III. TIPS 掌握写作要领

IV. EXERCISE: WORDS, PHRASES AND SENTENCE PATTERNS 精通常用词组和句型

V. WRITING CLINIC 写作诊所

VI. WRITING WORKSHOP 写作小作坊

I. USEFUL EXPRESSIONS
常用语

1. How to start your letter?

Again we call your attention to your payment due April 30.

We again call your attention to the following invoices which, according to our records, are still unpaid well beyond our normal terms:

Once again, we ask for your cooperation in paying your account which is now more than two months past due.

We have not received any response from you to the recent reminder we sent you on May 20 about your overdue account.

You did not respond to our first reminder of your overdue balance of $2578.50.

You have not answered my previous letters asking for payment on your $2578.50 purchase.

2. How to ask for an explanation?

Would you please let us have an explanation of why the invoice is still outstanding?

Please let us know why the balance has not been cleared.

We would like to know if there is a reason for your delay in paying your long overdue account.

3. How to press for payment in a milder tone?

I am sure it is not your intention to ignore past due notices at the expense of your credit standing.

I am sure you are not intentionally trying to make our work difficult, but that's what it amounts to.

We realize that financial conditions in your firm have not been good recently. By now, however, we feel you should be able to start paying again.

Perhaps you have overlooked these past due payments. It would be only fair to pay them now.

To avoid an unfavorable report of your credit records, we suggest an immediate payment of the amount due.

4. How to press for payment in a firm tone?

We can no longer allow this account to continue to go unpaid.

To continue your open accounts it is necessary that they be paid within 60 days as agreed when they are opened.

It is essential that this account be settled at once to avoid any problem with your credit standing.

In this case, we have no alternative but to withdraw credit privileges.

The delinquent status of your account will leave us no alternative but to remove your company from our list of credit customers.

5. How to end your letter?

We would greatly appreciate your prompt payment.

We are counting on your cooperation in making a prompt payment.

Please send us your payment today, or at least let us know your reason for the delay.

Please restore our confidence in you and maintain your good credit rating by sending us your payment now.




II. SAMPLE
范文


Dear __________:

We still haven't received your $ _______ payment for the _________[item] you purchased on _______[date]. Since your account is two months over due, we have to add a late charge of $_______ in accordance with our credit policy. The new balance is now $_______.

Please send your payment today. If you have difficulty paying the full amount now, please call me as soon as you have received this letter to arrange a payment schedule.

Yours sincerely,



_________[name]
_________[title]



III. TIPS
掌握写作要领

1. Press for payment in a tone stronger than your first letter.
2. Remind the customer of your previous collection letter(s).
3. Include the necessary details:

  1. The amount owed by the customer

  2. The length of time the bill has been overdue

  3. The additional amount of late charge if there is any
4. Tell the customer further delay is harmful to his/her credit status.


IV. EXERCISE: WORDS, PHRASES AND SENTENCE PATTERNS
精通常用词组和句型

1. Click on the word or phrase that fits the sentence:

  1. Your good credit rating has enabled you to purchase from us _____ convenient payment terms at a substantial discount.
    (A) with
    (B) for
    (C) on
    (D) by

  2. By sending your check for $950.00 in the enclosed stamped envelope, you will _____ your account up-to-date and protect your credit rating.
    (A) take
    (B) bring
    (C) put
    (D) pay

  3. Our business relationship _____ more than a decade, and we don't want it to be damaged.
    (A) spans
    (B) spreads
    (C) stays
    (D) stands

  4. Although we have written three times asking for your payment, _____ date, we have received no response.
    (A) by
    (B) on
    (C) to
    (D) for

  5. Because your account is three months past due, we are now forced to add a late charge of $35.85 _____ our credit policy.
    (A) in according to
    (B) with accordance to
    (C) in accordance to
    (D) in accordance with

  6. Your account at Joint Press is two months past due. If payment is not received immediately, we will have to take ______ action.
    (A) proper
    (B) appropriate
    (C) acceptable
    (D) appreciable

  7. Please send your payment at once. Otherwise, we will have no choice _____ to turn over your account to the collection agency.
    (A) rather
    (B) not
    (C) as
    (D) but

  8. We have heard nothing from you, not even an excuse, and our patience has just about run ______.
    (A) away
    (B) out
    (C) off
    (D) down

  9. We hold customers who maintain current accounts _____ high esteem. We are disappointed that our confidence in you was misplaced.
    (A) in
    (B) at
    (C) for
    (D) with

  10. We were disappointed that we haven't received any explanation from you _____ why the balance has not been cleared.
    (A) on
    (B) to
    (C) as
    (D) as to

  11. We can continue to offer credit _____ if our customers meet their obligations.
    (A) simply
    (B) merely
    (C) only
    (D) provided

  12. Won't you pay your account right now or contact me so that we can ______ this problem?
    (A) reserve
    (B) resolve
    (C) resort
    (D) regulate




2. Fill in the blanks with words chosen from the list below. Add capitalization when necessary:


willing, on, past, prompt, substantial, take, once, enabled, but, valued, continue, however, settle, rating, credit, feasible

Dear __________:

We would like to remind you (1) more that your account for $5480 is more than two months (2) due.

You have been our (3) customer for many years, and your good (4) rating has (5) you to purchase from us (6) convenient payment terms at a (7) discount. (8) , to keep your good credit (9) and all the benefits we offer, (10) payment of your account is necessary. For customers with good credit rating, we are (11) to make flexible arrangements for staged payment, (12) we can't allow this account to (13) to go unpaid.

Could you (14) a moment right now to pay your account? If this is not (15) , please call me today to (16) an arrangement.

Sincerely yours,


_____________





V. WRITING CLINIC
写作诊所

Find out mistakes in the sentences below and enter your correction:


  1. We would very much like (A) continuing (B) extending your credit, and you will enable us (C) to do so by (D) sending us your payment promptly.
    正确答案为：


  2. If you have difficulty (A) to pay the full amount now, (B) please call me today (C) to discuss (D) arranging a payment schedule.
    正确答案为：


  3. We suggest that (A) either you (B) will clear the account immediately (C) or offer an explanation for (D) not doing so.
    正确答案为：


  4. (A) By sending your check for $2,364 you (B) will bring your account up-to-date and (C) to protect your credit (D) rating .
    正确答案为：


  5. We (A) must now insist that you (B) will send your check by the end of October, or at least (C) offer an explanation for (D) not paying your bill.
    正确答案为：


  6. We (A) would appreciate (B) to hear from you so we (C) can (D) work out a mutually agreeable payment schedule.
    正确答案为：



VI. WRITING WORKSHOP
写作小作坊


A good letter should have a good logical order. Rearrange the sentences in the letter below and divide the body of the letter into three paragraphs:

Dear Mr. Green:

Would you please check your accounts and make the payment immediately? I'm concerned, however, by your current account balance, which is more than 30 days over due. Please call me at 000-0000 if you need further information or assistance. We've been very pleased with our business relationship with you over the past two years, and we hope to keep you as our valued customer. According to our record, you now owe a total of $3480.

Sincerely yours,

Martin Lee



叁考答案

Dear Mr. Green:

We've been very pleased with our business relationship with you over the past two years, and we hope to keep you as our valued customer.

I'm concerned, however, by your current account balance, which is more than 30 days over due. According to our record, you now owe a total of $3480. Would you please check your accounts and make the payment immediately?

Please call me at 000-0000 if I can be of help in any way.

Sincerely yours,

Martin Lee