A request letter for payment release is a formal letter written when a person is yet to receive their payment from a person/organisation. A request letter for the release of an outstanding payment is very essential when a person is supposed to receive their payment but the payment is delayed due to some reasons. If the payment for your work/sale has not been released by a company, then you can always write a payment release request letter to the company, or to any other body which needs to clear the payment. The request letter for payment release is a simple formal letter that includes details about the payment receipt and the outstanding amount.
One has to be polite and maintain a respectful tone while writing a request letter for payment release. The letter is sent to the recipient stating that you have not received the payment and the recipient should make necessary action immediately.
Request Letter for Payment Release: Guidelines and Tips
- Always check if both the addresses i.e. sender’s address and receipt’s address are correct. The receiver’s address should be mentioned after the date.
- Mention the date correctly as it helps to record the data and will be proof of you sending an official letter in case of any trouble.
- The salutations while writing the letter should be formal.
- Keep the subject of the letter precise and in one sentence.
- The details of the organisation from which the order has been made and the details of the order itself should be elaborated clearly.
- The main body should be informative about the reason behind writing the letter and the pending payment to be made.
- In conclusion, thank the recipient and then end the main body content.
- Inclusion of any informal information in the letter should be avoided.
- Keep the tone of the letter polite and respectful.
Format of Request Letter for Payment Release
Sender’s address
Date: (dd/mm/yyyy)
Receiver’s address
Subject:
Salutation
Body of the letter
Thank you.
Yours Sincerely/faithfully/ truly
Sender’s name
Designation
Attachments (if any)
Sample 1 – Outstanding Payment
23 Golf Centre,
Parliament Road,
Connaught Place,
Delhi
Date: 12/04/2022
To,
Satish Verma
Assistant Administrator,
Ski Line Ventures
13 Pollock Street,
Delhi
Subject – Request letter for outstanding payment
Hello Satish,
I am Meher Khan, Head of the Finance Department in Cybil Security Services. I write this letter to inform you that your company placed an order with our services for security cameras. We received an order of 12 security cameras for your office on 2nd March 2022. The order was fulfilled, and the cameras were installed on 12th March 2022. This letter is regarding the payment pending for the same order.
The order consisted of 12 security cameras as requested by you. The total bill amount for the order is Rs.24,000 with order number AO1938248. You have been a regular customer of our company and thus, I humbly request you to make the payment for the order at the earliest. I will attach the bills and the order details with this letter for your reference. In case of any query please contact us at the number mentioned below.
I shall be obliged if you make the payment at the earliest. You are warmly welcome to shop with us again.
Thank you.
Yours Sincerely,
Meher Khan
Head of Finance department,
Cybil Security services
Contact number: 939446278384
Attachments:
- Order receipt
- Order summary sheet
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Sample of Request Letter for Payment Release 2 – Clearance of Payment
22 Mahakal complex
Ram road
Madhapur
Hyderabad
Date: 12/11/2021
To,
Amit Tiwari
Head of management
Clear World Clothing
20, Settle Complex
Amravati road
Hyderabad
Subject: Request for clearance of outstanding payment
Respected Sir,
I, Kavita Sharma, head of public relations at the story of Kyra woman’s clothing. This is to bring to your kind attention that your store ordered 20 silk saris from our store, on the date 12th September 2021. The order was delivered on 25th September 2021, but the payment for the order has not been made yet. The amount due is ₹16,000. I am also attaching an invoice for the same for your reference.
I would be really obliged to you if you could settle our payment at the earliest. Our financial department needs to prepare the balance sheet for the month of September, but due to your outstanding payment, we are unable to do so. We are in an urgent need to prepare all accounts. Thus, I request you to necessarily clear our payment within this week.
I shall be grateful if you make the payment at the earliest.
Thank you.
Yours faithfully,
Kavita Sharma
Public relations manager
Kyra woman’s clothing
Contact number: 193928737235
Attachments:
- Order receipt
- Order summary sheet
FAQs about Request Letter for Payment Release
Question 1. What is a request letter for payment release?
Answer. A request letter for payment release is a formal letter written when a person is yet to receive their payment from a person/organisation. A request letter for the release of an outstanding payment is very essential when a person is supposed to receive their payment but the payment is delayed due to some reasons.
Question 2. When can a person/organisation write a request letter for payment release?
Answer. If the payment for your work/sale has not been released by a company, then you can always write a payment release request letter to the company, or to any other body which needs to clear the payment.
Question 3. What are the essential points one needs to keep in mind while drafting a request letter for payment release?
Answer. Following our some essential points that one should keep in mind while drafting a request letter for payment release:
- The details of the organisation from which the order has been made and the details of the order itself should be elaborated clearly.
- One has to be polite and maintain a respectful tone while writing a request letter for payment release.
- The tone of the letter should be respectful and gratitude towards the recipient should be shown at the end.
