Inform a Customer That the Check You Received Was Not Signed or the Payment Was Not In the Envelope • Example Letters, Guides and Samples

Guides

This is a brief, informative letter, which also offers you an opportunity to thank your customer for his or her business.

How to write this collection letter:

  1. Thank the customer for his or her check or correspondence.
  2. Inform the customer of the problem.
  3. Ask the customer to correct the error.

Example Letter #1

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We received your payment envelope mailed on June 14; however, the check was not enclosed, undoubtedly an oversight. Please examine your records and send a check for $150 to cover the June 1 payment. Let me also take this opportunity to thank you for your order. You are a valued customer.

Example Letter #2

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We received your payment for $43.12 and thank you for your business. Although the check arrived without difficulty, the amount was not written in the appropriate areas. We have enclosed the check for your review or disposal, and request that you either return it completed or submit another.

Example Letter #3

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Thank you for your prompt payment. Unfortunately, you forgot to sign your check. Your unsigned check is attached. Please sign it and return it with the payment slip provided in the envelope.

Example Letter #4

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We have received your May telephone bill payment; however, the check we received was made out to the gas company for a different amount. Perhaps you placed the checks in the wrong envelopes. We are returning the check, and request that you send another check for the correct amount promptly.

Write Your Letter Step-by-Step

1 Thank the customer for his or her check or correspondence.

Sample Sentences for Step 1
  • Thank you for your kind letter regarding our services.
  • We appreciate the check (#142) you sent to us dated March 3.
  • Your check (#418) reached our offices yesterday.
  • Thank you for your consideration in attempting to send your payment at an early date.
  • I received your letter regarding the payment you thought was enclosed in the same envelope.
  • Thank you for the kind words about your satisfaction with our products and services.
  • We received your check (#283) for $45.00 on April 7. Thank you for your promptness.
Sample Phrases for Step 1
  • about your satisfaction with
  • always grateful for your comments
  • always rewarding when
  • always gratifying to read your comments
  • appreciated the check (#222)
  • do the best we can
  • expressing your trust
  • for the payment envelope
  • for attempting to update your account
  • for the check dated March 15
  • for responding so quickly
  • for attempting to pay off the balance
  • for taking the time out of your busy schedule
  • have confidence in you as well
  • in advance of the scheduled payment date
  • in attempting to send
  • in intending to send
  • in wanting us to receive payment
  • just want to thank you for
  • prior to the scheduled payment date
  • reached our offices three days ago
  • received your letter stating
  • regarding the payment you sent
  • shows you have confidence in us
  • thank you for your kind words
  • thank you for taking the time
  • thank you for your comments
  • thank you for your consideration
  • thank you for your prompt payment
  • thank you for your promptness
  • thank you for your prompt reply
  • thank you for your correspondence
  • thank you for your kind letter

2 Inform the customer of the problem.

Sample Sentences for Step 2
  • Unfortunately, the check that you referred to was not in the envelope.
  • Naturally, we were surprised to find that there was no check in the envelope.
  • Unfortunately, you did not sign the check.
  • However, I regret that you didn't sign the check.
  • I am sure that you did not realize that you failed to sign the check.
  • We are sure that you meant to send your payment with your letter, but it was not enclosed.
  • I am sure you will be as surprised as I was that your check did not accompany your letter.
Sample Phrases for Step 2
  • am sorry to trouble you
  • are sure you meant to send your payment
  • can be resolved quickly
  • did not sign the check
  • easy to overlook
  • failed to sign the check
  • forgot to include your check
  • found no check in the envelope
  • had the correct amount
  • have returned your check for your signature
  • hope you didn't misplace it
  • just a simple mistake
  • know you were eager to get it paid off
  • left the check unsigned
  • never deposited your check
  • possibly put it in another envelope
  • problem with your payment
  • received only the payment
  • regret to inform you
  • simply failed to put it in the envelope
  • problem with your last payment
  • sure we can work this out
  • sure it is just an oversight
  • sure you did not realize
  • to find there was no check
  • was not in the envelope
  • would have paid off the balance
  • would have balanced your account
  • your check did not accompany your letter

3 Ask the customer to correct the error.

Sample Sentences for Step 3
  • I am returning your check with this letter. Will you please sign it and return it as soon as possible.
  • I trust you won't mind returning your signed check as soon as possible.
  • I will put this transaction on hold while I wait for your payment.
  • We would appreciate receiving your check for $700.00 at your earliest convenience.
  • I am returning the check for your signature.
  • We will appreciate your immediate attention to correct this oversight.
  • I shall look forward to receiving your check next week.
Sample Phrases for Step 3
  • add to next month's statement
  • am returning your check
  • appreciate your business
  • appreciate your promptness
  • as the payment was due last week
  • as soon as possible
  • at your earliest possible convenience
  • at your earliest convenience
  • can wait until next month
  • combine it with next month's payment
  • need payment by
  • follow the same procedures
  • hold on to your check
  • hope you don't mind
  • if you could please
  • look forward to receiving
  • make out a new check
  • please correct this error
  • please remit payment of
  • please sign your check
  • return your check, signed
  • sign it and return it quickly
  • the next scheduled payment
  • to prevent further delay
  • to assure prompt processing of
  • will put this transaction on hold
  • will appreciate your immediate attention