Making & Acknowledging Payment

 

Members of the group : 

1. Rizki Ratnafuri                       (7101419157)

2. Naimatul Azizah                     (7101419158)

3. Ricky Hermawan Wibisono    (7101419169)

PAYMENT LETTER

DEFINITION

A payment letter is a letter sent from buyer to the seller stating that the item has been received and that the payment promptly meets the agreed upon. (this is like from buyer to seller)

The main contents of the payment papers are as follows:

 1.  Stating the goods is well received.

 2.  Explain the ways of payment.

 3.  Expresses the impression to maintain a profitable partnership.

 4.  Ask the seller to confirm the payment

PARTS OF PAYMENT LETTER

A.    Heading (kop surat)

Letter head :

·       The name of Company.

·       Full Company Address.

·      Company logo, Contact information: phone number, fax number, email address, website          URL, and Company registration number  (if applicable).

B.    Referance number (nomor filling intern)

The previous reference number of the seller's letter to the buyer and reference number of letters to be sent

C.    Dateline

Write the date when the letter made

D.    Inside address

Who will get the letter

E.    Salutation ()

Dear Mr ....

Dear Mrs ....

(To whomsoever it may concern)

You must already know the name of the person who will receive the letter because it was in the previous letter. (if u dont know the name of the person u can use this, example American    : Dear Sirs; Gentlemen British         : Dear Sir; Sir)

F.     Subject

This is the section where in brief and concise terms you will mention the subject of the letter. In this specific case of a late payment letter you can mention the bill or invoice number.

G.    Opening paragraph

In this section, you must inform the recipient of the letter that you have received the letter and bill from the seller.

H.    Reporting an instruction/ an action

Notify the recipient of the letter that payment has been made using an agreed payment method such as instructing the bank to send payment or enclose cheque to the letter.

I.      Closing paragraph

The letter writer asks the recipient of the letter to provide information / confirmation or an official receipt to the buyer when he has received the money sent and all payment processes have been completed.

J.     Complementary close

Final Goodbye;

Yours sincerely,

Yours faithfully,

Cordianally

For informal u can use

Best regards,

As ever,

Regards,

K.    Signature, Name, And Position

Accounting Manager

L.    Carbon copies

      Payment Cheque

PHRASES

A.    Opening paragraph

·       Thank you for your invoice No. ……… of …………….

      (Terima kasih atas faktur saudara No. ………. Tanggal …………………)

·       Thankyou for your letter of …….. and enclosed invoice No. ………….

      (Terima kasih atas surat saudara tanggal … dan faktur terlampir No.………...)

·       We have received your letter of ……….. and enclosed invoiced No. ….. 

   (Kami sudah menerima surat saudara tanggal …………….. dan faktur terlampir  No ………………)

B.    Reporting an instruction/an action

·       We have instructed our bank to remit the sum of $/Rp ………. for the credit  of your account at bank …………….

  (Kami sudah menginstruksikan bank kami untuk mengirimkan uang  sejumlah $/Rp…………..untuk dikreditkan di rekening  saudara pada bank….)

·       We enclose herewith our cheque No ……………… amounting to $/Rp…….. in  settlement of your invoice  No…………..

    (Dengan ini kami lampirkan cek kami No…... sejumlah $/Rp…….. Sebagai  penyelesaian faktur saudara No………..

C.    Closing paragraph

·       Please send us your official receipt for this settlement.

      (Harap kirimkan kami tanda terima resmi saudara untuk penyelesaian ini)

TIPS FOR WRITING A LETTER OF PAYMENT

1.     Make sure you state explicitly what the payment is for, or what payment/transaction the letter is in regard to.

2.     Include all relevant information, such as the parties involved, dates of payments and amounts due or guaranteed.

3.     Be straightforward and polite. There is no need to ramble, but a thank you goes a long way.

SAMPLE OF PAYMENT LETTER

 

 

Acknowledging Payment

A.    Defiiniton

Acknowledging payment is a written letter to inform an individual that the payment was made by a certain authorized person and has been received successfully. This letter will let the person know that there has been no confusion or mix-up with the overdue payment.

B.    Purpose of Acknowledging Payment

·       Informing the customer that you have received the payment and providing you with yet another chance to advertise your or service.

·       It is written to inform an individual that the payment was made by him or her after it being past its due date has been received successfully.

C.    Part of Acknowledging Payment

1.     A letterhead

If you’re writing on a personal level, this isn’t required. But if this is on behalf of a company, it is important to mention the name and address of your company and recipient and the date of writing/sending the letter.

2.     Header

Below these, you will mention the date. It may or may not be a part of the header. You can start from the next paragraph, leaving some space or the next line.

3.     Subject

The subject will talk about what was acknowledged, and it can be replaced by “reference” to a previous case or invoice number.

4.     Body

The body of the letter can start with a “Dear ……….”. The first line will state the obvious. The following phrases are common in the introduction:

o   Firm is acknowledging the receipt of the [type of] document(s)...

o   I, person, hereby acknowledge the receipt of the following document(s)...

o   I, person, on behalf of firm, am writing to confirm the receipt of…

o   We, firm, wish to thank recipient for sending us…

o   I, person, am writing in reference to the telephone conversation between recipient and person/firm to confirm the... or something with similar wording.

o   After this introductory line will follow the details what was received or will be done next, and if any goods are damaged, this is where to state it.

5.     Closing

The closing line will be about how the firm wishes to do further business with the recipient or any statement that promotes goodwill. It can also state how to contact further or if the firm/person will contact with the recipient further, in case there is any necessity. It can end with a thank you, too, followed by a personal signature on behalf of the company. Keep in mind that automated acknowledgement letter doesn't include any sort of personal signature 

 

D.    Phrases

1.     Opening Paragraph

·       Thank you for you letter of ……. advising us that you have instructed your bank to  remit the  sum of $/Rp …….

(Terima kasih atas surat saudara tanggal…………. yang memberitahukan kami bahwa saudara  telah menginstruksikan bank saudara untuk mengirimkan uang sejumlah $/Rp ………….)

·       Thank you for your credit transfer you have made to our account at bank…….

(Terima kasih atas  transfer kredit saudara yang saudara lakukan pada rekening kami pada  bank……….)

·   Thank you for your letter of……  enclosing a cheque for $/Rp …….. in full settlement of our invoice No……..

(Terima kasih atas surat saudara tanggal………… yang melampirkan selembar cek sejumlah $/Rp………… untuk pembayaran penuh atas faktur kami No…………)

2.     Describing Action

Our bank has advised us that they have received the amount of $/Rp……. in settlement of our invoice.

(Bank kami sudah memberitahukan kami bahwa mereka sudah menerima  uang sejumlah $/Rp ………… untuk penyelesaian faktur kami No…….)

3.     Closing Paragraph

·   We thank you for your prompt settlement of the invoice and look forward  to receiving your next order.

(Kami ucapkan terima kasih atas penyelesaian saudara yang cepat atas faktur kami dan kami menunggu pesanan saudara berikutnya.)

·     We  enclose  our official  receipt  and  hope  you  will  be  satisfied  with  the  goods we sent..

(Dengan ini kami lampirkan tanda terima resmi kami dan kami harap saudara akan  puas dengan barang yang kami kirim.)

·       We  are  pleased  to  enclose  our  official  receipt  and  look  forward  to  receiving your next order.

(Dengan senang hati kami lampirkan tanda terima resmi kami dan kami menunggu  pesanan saudara selanjutnya.)

E.    Tips

A few more things you’ll need to remember include: firstly, timing. The confirmation should be given when the materials are in hand, delay will only create confusion and anxiety. From another point of view delay is again better than never even acknowledging. Because delay can be apologised for. Not acknowledging doesn’t have a fix. Secondly, outline. Check the dates, specifications, make a list of the points and plan the placement of your information. Take your time here. Consider reading from the recipient’s perspective and sound sincere. Thirdly, keep it short and polite.

  

F.     Samples of Acknowledging Payment

 

SOME TERMS IN THE PAYMENT LETTER

1.       Invoice

Invoice is a document containing a list of consignments accompanied by a description of the name, amount, price to be paid. Apart from containing details of the purchase, invoices are often used as a means of invoicing between sellers and buyers.

 

Sample :

 

2.       Receipt

A receipt is a document which is provided by a business to its customers every time a product or service is sold. Its a buyer’s proof of purchase or confirmation payment, usually in writing that is issued after payment is received by the seller.

 

Sample :

 

3.       Remittance Advice

A remittance advice is a document which provides a breakdown of the invoices included on a payment. It is sent from a customer to a supplier letting the supplier know they have paid their invoice. In it's simpliest form it shows the invoice number and payment amount sent or enclosed.

 

Sample :

 

4.       Remittance Application from The Bank

Document that shows the payment made by the buyer to the seller via the bank payment method. The buyer will transfer the payment money through the buyer's bank to the seller's bank.

 

Sample :

Our group also has ppt and video which can be seen below !

PPT Making & Acknowledging Payment

Video Making & Acknowledging Payment :

Enjoy Study J